"Instructional Assistant"

Job Description

The instructional assistant is responsible for organizing and coordinating office operations and procedures to ensure the effectiveness and efficiency of the department. 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 Program Director, Dean, or Provost/Vice-President of Academic Affairs, caring for and maintaining office and instructional equipment, and maintaining accurate and complete records. The instructional assistant will provide the department 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 instructional assistant assists in maintaining a respectful, safe, and professional office environment. The instructional assistant will provide clerical, secretarial, and receptionist duties to the Associate Degree Nursing and the Bachelor of Sciences in Nursing Program/Department.

Essential Duties and Responsibilities

• Performs secretarial/receptionist duties such as typing, mailing, maintaining required records, answering the telephone and taking messages, scheduling appointments, notifying faculty of deadlines, greeting office visitors, and providing department/program information.
• Performs the associated duties of a cost center clerk, keeps track of budget expenditures, and maintains office supply inventory.
• Prepares, submits, and maintains departmental 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.
• Maintains confidential files and records of students, faculty, and staff.
• Maintains an effective and efficient file management system for the department office.
• Reviews all syllabi posted on the LC website via Concourse. Ensures all sections have an assigned instructor and vitae and are available by the end of seven days after the semester begins. Reports discrepancies and technical issues to the eLearning & Instructional Innovation Center office and Program Director.
• Keeps accurate property inventory records for the department and faculty offices.
• Assists the Program Director in budget planning and preparation.
• Submits works orders for building, computer, and equipment maintenance.
• Works with the Program Director to submit catalog changes to the appropriate office for approval.
• Attends departmental meetings, prepares the meeting agenda and minutes, and/or makes event arrangements.
• Attends divisional meetings, trainings, workshops, and other activities as assigned.
• Prepares, processes, and checks for accuracy of all Faculty Course Overloads and Adjunct Agreements.
• Prepares Small Class Reports, Faculty Course Load (FCL) worksheet, and Instructor Course Load (ICL) workbooks.
• Assists in assigning and contacting Faculty, including Adjuncts, regarding class assignments.
• Assists the Program Director in scheduling substitutes for absent instructors.
• Serves as a liaison between the Office of Recruitment and Dual Enrollment and High School adjunct applicants. Contact the applicant if additional items are missing or need correction.
• Inputs and revises semester class schedule in the Banner system as requested by the Program Director and approved by the Dean.
• Prepares class status change forms as needed.
• Assists the Program Director in maintaining the departments webpage and attending IT trainings as needed.
• Assists the Program Director in preparing curriculum revisions to be submitted to the Dean.
• Assists with registration and removing student holds when necessary.
• Supervises work-study employees, including interviewing and hiring, formulates work schedules, assigns duties, verifies work hours, completes performance evaluations, and provides training on in-office procedures, policies, and operation of office equipment.
• Provides assistance and support to students, faculty, and staff when necessary.
• Performs other related duties assigned by the Program Director, Dean, and 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: High School graduate or equivalent. Two years of work experience that requires secretarial, clerical, and interpersonal skills.

Preferred: Associate Degree. Three years of secretarial experience.

Knowledge, Skills and Abilities

• The instructional 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 instructional 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 Program Director.

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.