Departmental Assistant- Academic Advising Center

Under general supervision, performs varied clerical and typing duties in the Academic Advising Center. Requires a knowledge of general office routine and procedures. The Departmental Assistant is dedicated to the learning college concepts by developing programs and facilitating activities that promote student success and lifelong learning.Summary of essential duties and responsibilities includes the following:

• Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer.
• Types letters, memoranda, records from copy or rough draft following standard procedures as to composition, some of which may be confidential in nature.
• Types and may assist in compiling periodic reports or other departmental material on the basis of general instruction.
• Files correspondence and other records according to established file classification system.
• Answers telephone and gives information to callers or routes call to appropriate official and places outgoing calls.
• G greets visitors, ascertains nature of business, and conducts visitors to supervisor or appropriate person.
• Performs a variety of duties that are specific to the office of assignment and that require knowledge of the procedures, functions, and software programs used by that office.
• Performs related duties as assigned.

The Academic Advising Center and New Student Orientation is a fast-paced environment providing services to thousands of students annually. Departmental Assistants are key team members supporting the welcome desk check-in process, sorting departmental email, answering phone calls, providing basic answers to common questions, and supporting the Academic Advisors and staff as they provide services to students.

Departmental Assistant ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1. Performs a variety of duties and takes on a variety of responsibilities that are specific to the office of assignment and that require knowledge of the procedures, functions, and software programs used by that office.
2. Maintains front-office management and maintains department organization, including filing, organizing, and updating correspondence and other records according to established file classification system(s).
3. Reads and routes incoming mail; locates and attaches appropriate file to correspondence to be answered by employer; prepares outgoing mail; and monitors the department’s email.
4. Composes, types, and sends emails, letters, and correspondence without supervision. Types memoranda, records from copy or rough draft following standard procedures as to composition, some of which may be confidential in nature.
5. May assist in compiling periodic reports or other departmental material on the basis of general instruction.
6. Answers telephone and assists callers or routes call to appropriate official or department and places outgoing calls without supervision.
7. May schedule appointments for supervisor and staff.
8. G greets visitors, ascertains nature of business, and refers visitors to supervisor or appropriate person or department.
9. Assists, corresponds, and interacts with students on a daily basis, including, serving as a liaison between students, parents, faculty, staff, and the department; referring them to the appropriate departments and resources, on and off campus; and providing technical assistance.
10. May record minutes of staff meetings.
11. Makes copies of correspondence or other printed matter.
12. May assist with department budget.
13. May assist student employees and department tutors as needed.
14. May schedule, administer, and/or proctor classroom and placement tests.
15. Oversees department equipment checkouts if needed.
16. Maintains the department’s database.
17. May represent the department at various campus events to connect students with department resources.
18. Performs related duties as assigned

Education/Experience:

High school diploma or general education degree (GED) with some specialized training (educational or vocational); a minimum of one (1) year related experience as a clerk typist or secretarial experience in a general office environment required.
Please ensure required qualifications are reflected in your resume and application.Note: Software and skills proficiency testing for the specific position will be required upon hire and must be successfully completed within the probationary period, if this testing has not been previously completed.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required, including but not limited to:

• Ability to read and comprehend instructions, short correspondence, and memos.
• Effective communication skills.
• Effective interpersonal skills.
• Ability to work independently and exercise good judgment.
• Ability to type 30 words per minute.
• Ability to use a computer and Microsoft Office.
• Ability to learn and use various department-specific software programs.
• Good organizational skills.