Job Description

Duties and Responsibilities

Essential Duties and Responsibilities

The administrative assistant is responsible for organizing and coordinating office operations and procedures to ensure the effectiveness and efficiency of the deans office and the division. This individual supports the Dean's efforts to provide planning, leadership, and direction for the designated area of job responsibility. Must be able to follow standard office procedures and be responsible for: college work-study employees and/or clerks, performing all duties assigned by the Dean, Associate Provost or Provost/Vice-President of Academic Affairs, caring for and maintaining office and instructional equipment, and maintaining accurate and complete records. The administrative assistant will provide the deans office with clerical, secretarial, and receptionist duties and excellent customer service. The work is of a responsible nature, requiring initiative and independent judgment while performing various complex functions as required. The administrative assistant assists in maintaining a respectful, safe, and professional office environment.

Characteristic Duties and Responsibilities

1. Facilitates communication with the Provost/Vice-President of Academic Affairs, Associate Provost, Deans, Department Chairs, and Directors.
2. Streamlines and ensures all departments under the Dean follow established guidelines and procedures set by the Office of the Provost/Vice-President of Academic Affairs.
3. Performs secretarial/receptionist duties such as typing, mailing, maintaining required records, answering the telephone and taking messages, scheduling appointments, notifying their instructional divisions of deadlines, greeting office visitors, and providing information about the departments, programs, deans office, and the college.
4. Performs the associated duties of a cost center clerk, keeps track of budget expenditures, and maintains office supply inventory.
5. Reviews and processes division requisitions, new hire documentation, instructor agreements/contracts, travel forms, and Faculty Leave Reports, ensuring all forms are accurate, complete, and accompanied by the appropriate required documentation.
6. Assists the Dean in budget planning and preparation for the office and the respective areas.
7. Prepares requisitions for the deans office, makes travel arrangements, and prepares materials requested by the Dean.
8. Maintains confidential files and records of students, faculty, and staff.
9. Maintains an effective and efficient file management system for the department office.
10. Keeps accurate property inventory records for the deans office.
11. Submits works orders for computer and equipment maintenance for the deans office.
12. Attends deans office meetings, prepares the meeting agenda and minutes, and/or makes event arrangements.
13. Attends divisional meetings, trainings, workshops, and other activities as assigned.
14. Assists the Dean with organizing various division meetings and agreement signing ceremonies and coordinates other division functions.
15. Assists the Dean with the evaluation process of tenured and non-tenured faculty.
16. Inputs class schedule changes, updates, and opens or closes classes as requested by their Dean into the Banner system when necessary.
17. Reviews, processes, and checks for accuracy each respective departments catalog changes and submits to the appropriate office for approval.
18. Reviews, processes, and checks for accuracy of all Faculty Course Overloads and Adjunct Agreements received by each respective department and submits to Human Resources for processing.
19. Calculates student overload pay for each faculty member and submits to Human Resources for processing.
20. Reviews, processes, and checks for accuracy of all Small Class Reports, Faculty Course Load (FCL) worksheets, and Instructor Course Load (ICL) workbooks.
21. Compiles information and assists in preparing state or federal reports as required by the Deans Office and Provost/Vice-President of Academic Affairs when necessary.
22. Reviews, processes, and checks for accuracy on curriculum revisions to be submitted to the Provost/Vice-President of Academic Affairs for approval and submission to the Texas Higher Education Coordinating Board.
23. Assists the Dean in maintaining the division webpage and attending IT trainings as needed.
24. Serves as a liaison between the academic department, Office of Recruitment and Dual Enrollment, and High School adjunct applicants. Contact the applicant if additional items are missing or need correction.
25. Provides assistance and support to students, faculty, and staff when necessary.
26. Supervises work-study employees, including interviewing and hiring, formulates work schedules, assigns duties, verifies work hours, completes performance evaluations, provides training in office procedures, policies, and operation of office equipment.
27. Performs other related duties assigned by the Dean and the Provost/Vice-President of Academic Affairs.

Qualifications/Certifications/Licenses/Skills

NOTICE: Required Documents

To be considered for this position, you are required to upload your resume and unofficial transcript(s). If recommended for this position an official transcript(s) will be required. In addition, if a license or certificate is required for this position, upload proof of your current license/certificate.

Required:

• Minimum of one year of college
• Three years of work experience that requires secretarial, clerical, and interpersonal skills.

Preferred:

• Associate Degree
• Four years of secretarial experience to a high-level administrator; prefer experience in a higher education institution, and familiar with instructional practices.

Knowledge, Skills and Abilities

• The administrative assistant must display excellent communication skills, strong organizational skills, ability to handle multiple tasks, appropriate telephone etiquette, and be articulate in English and Spanish.
• Must maintain control under stress, and be able to work with frequent interruptions.
• In addition, this individual must have a cooperative attitude, display leadership abilities, and be able to communicate effectively verbally or in writing with students, campus visitors, and college staff.
• The administrative assistant must be able to type accurately, have knowledge of office machines, and be responsible for maintaining equipment, keeping an efficient work area, and accurate records.
• This individual must possess effective clerical and secretarial skills such as filing and word processing and be able to use modern office equipment.
• Must be proficient in using microcomputer applications, Microsoft Word, Excel, PowerPoint, Microsoft 365, Google Docs, and Adobe Acrobat.
• A microcomputer and database and spreadsheet application program knowledge are required.

Additional Information

Supervision Exercised

College work-study employees and/or clerks

Supervision Received

Dean of Workforce Education

Physical Requirements

While performing the duties of this job, the employee is regularly required to sit. The employee is occasionally required to stand, walk, stoop, kneel, or crouch. The employee must occasionally lift and/or move items weighing up to 50 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

Work is performed in a standard office environment. Work inside a well-lighted and air-conditioned area most of the time. The noise level in the work environment is usually quiet to moderate.

Safety

Required to work safely and follow safety rules. Report unsafe working conditions and behavior. Take reasonable and prudent actions to prevent others from engaging in unsafe practices.

Special Conditions

Immediate supervisor may assign other duties. May be required to work outside regular working hours, as needed. May be required to work at a different college work site or campus as needed.

EEO Statement

In compliance with Title VI of the Civil Rights Act of 1964, Executive Order 11246 and Title IX of the Education Amendments of 1972 and Section 504 of the Rehabilitation Act of 1973, Laredo College is open to all persons regardless of race, color, religion, sex, age, marital status, disability, or national origin who are otherwise eligible for admission as students. Furthermore, Laredo College is an Equal Opportunity Employer and no applicant or employee will be discriminated against because of race, color, religion, sex, age, marital status, disability or national origin. This institution will not enter knowingly into any contractual agreement for services or supplies with any firm failing to follow fair employment practices.

Foreign Degrees

Foreign degrees require an evaluation for United States equivalency from an approved stated education agency or having membership with the National Association of Credential Evaluation Services (NACES). Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached to your online application at the time of applying. For your convenience, we have provided the following links to assist you in complying with this requirement. However, you may use any other certified transcript evaluation service. http://tea.texas.gov/Texas_Educators/Certification/Out-of-state_Certification/Foreign_Credential_Evaluation_Services/ http://www.naces.org/members.htm

Disclaimer

The above description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. LC reserves the right to add, change, amend, or delete portions of this job description at any time, with or without notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by LC as its discretion to enable individuals with disabilities to perform the essential functions.