Job Description

Administrative Assistant, Vice President of Instructional Services

Duties and Responsibilities:

The Administrative Assistant is responsible to the Vice President of Instructional Services and will perform tasks in support of the Instructional Services with a college-wide emphasis. This is a security-sensitive position and is subject to a criminal history record under Texas Government Code 411.094 and Texas Education Code 51.215.

Specific duties include:

1. Distribute all inter-office mail from CCC; gather and sort all incoming Vice President of Instructional Services correspondence and U.S. mail, answer and screen phone calls, greet visitors and route to appropriate personnel; inventory and order office supplies for Instructional Services, and forms as needed; and field questions by students, faculty, and the general public.
2. Arrange meetings; schedule appointments with supervisor.
3. Accurately prepare reports and correspondence and maintain a high degree of tact and discretion when dealing with confidential information.
4. Assist the Vice President of Instructional Services and the Dean with annual catalog revisions.
5. Prepare committee agenda packets, minutes, etc. and relay approved changes for catalog revisions.
6. Process load and listing procedures and documentation for the Vice President of Instructional Services to review each term.
7. Process and maintain Miscellaneous Room Schedule utilizing Room/Facility Reservations submitted through roomrequest@vernoncollege.edu for all locations. Forward room reservation forms to appropriate personnel regarding maintenance, technology, etc.
8. Possess knowledge and skills in the use of word processing, spreadsheet, access, In Design, and other software applications. Participate in training opportunities as available to increase computer skills.
9. Assist Vice President of Instructional Services with SACSCOC documentation and requirements.
10. Prepare monthly budget transfers for Vice President of Instructional Services.
11. Prepare documents for purchasing of equipment, supplies, and/or services.
12. Prepare minutes of meetings as requested by the Vice President of Instructional Services and post to the website.
13. Assist with the preparation of Instructional Services academic calendar, academic proposals and revisions, and other selected reports.
14. Maintain Watermark Faculty Success database including keeping faculty roster and credentials up to date, uploading Scheduled Teaching reports each semester, preparing and scheduling workflows in order to utilize the Annual Review process, and troubleshooting any issues that may arise.
15. Maintain Watermark Curriculum Management database workflows regarding program and course changes as they pertain to Academic Council.
16. Compile information for yearly program/discipline evaluation process.
17. Maintain Professional Travel expense line for reconciling purposes.
18. Maintain general files and purge when necessary.
19. Serve as a backup administrative assistant for the President.
20. Assume other duties or assignments by the Vice-President of Instructional Services and/or the President.

Experience and Training: Proficient in Microsoft Office suite especially Excel; 3-5 years' experience working in a fast paced office setting.

Education: Associate Degree preferred in business related field.

Knowledge, Skills, and Abilities: Able to multitask; excellent written and verbal communication skills; self-starter; detail oriented; ability to interact with a diverse audience; fast learner; customer service.

Preferred Qualifications: Familiar with community college operations.

Salary or Salary Range: This is a full time 12 month position with full time benefits. The salary is based on 255 points on the Administrative Salary Schedule. The salary is $33,368 to $35,946 based on experience. Applications will be accepted until this position is filled. This position is available on September 1st.

This is a security-sensitive position and is subject to a criminal history record. Criminal history records will be used only for the purpose of evaluating applicants for employment in security-sensitive positions. Texas Government Code 411.094 & Texas Education Code 51.215.

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