Instructional Assistant

Duties and Responsibilities

The instructional assistant is responsible for organizing and coordinating office operations and procedures to ensure the effectiveness and efficiency of the department. This is a grant-funded position.

Characteristic Duties and Responsibilities

1. Performs secretarial/receptionist duties such as typing, mailing, maintaining required records, answering the telephone and taking messages, scheduling appointments, greeting office visitors, and providing department/program information.
2. Performs the associated duties of a cost center clerk, keeps track of budget expenditures, and maintains office supply inventory.
3. Prepares, submits, and maintains departmental requisitions, new hire documentation, instructor agreements/contracts, and travel forms, course certificate requests, and maintains classroom reservations, ensuring all forms are accurate, complete, and accompanied by the appropriate required documentation.
4. Maintains confidential files and records of students and staff.
5. Maintains an effective and efficient file management system for the department office.
6. Keeps accurate property inventory records for the department and staff offices.
7. Submits works orders for building, computer, and equipment maintenance.
8. Attends departmental and advisory meetings, prepares the meeting agenda and minutes, and/or makes event arrangements.
9. Attends divisional meetings, trainings, workshops, and other activities as assigned.
10. Inputs and revises quarter class schedule in the Banner system as requested by the CE Coordinators/Specialists and generates all required class documentation.
11. Assists the Director in maintaining the departments webpage and attending IT trainings as needed.
12. Assists the Director in preparing curriculum revisions to be submitted to the Dean.
13. Assists and registers students for CE courses in BANNER.
14. 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.
15. Provides assistance and support to students, staff, and/or faculty when necessary.
16. Performs other related duties assigned by the Director, Dean, and Provost/Vice-President of Academic Affairs, and or Associate Provost/South Campus Administrator.

Qualifications/Certifications/Licenses/Skills

Required:

• High School graduate or equivalent.
• Two years of work experience that requires secretarial, clerical, and interpersonal skills.
• Valid Texas Driver's License.

Preferred:

• Associate Degree.
• Three years of secretarial experience.