Administrative Assistant IV (CTE Programs)

SUMMARY OF FUNCTION:

The Administrative Assistant IV oversees and directs the administrative support of the department, providing the second-highest level of administrative and clerical support. The position is the fourth level in the Administrative Support family. 

TYPICAL DUTIES:

Serves Students. Oversees the division/department as the Administrative Assistant IV. Supervises the work of others, including hiring, training, performance evaluations, and professional growth. Liaison to all areas of the college, acts on behalf of the Department by exercising judgement and discretion in all confidential matters of significance. May perform duties related to confidential student conduct concerns, assisting the Dean with student conduct. 
Calendar; schedules all appointments and calendaring for the supervisor. Reminds supervisor of meeting times. Sets up appointments for other staff in the department. Cancels and resets appointments. Creates travel arrangements for the supervisor and other department members. Supports the Dean and Program Directors in the implementation of projects, managing daily work routines, meetings, priorities, appointments, and maintaining digital files. 
Purchasing: Orders supplies for the office and staff. Creates requisitions, reviews invoices, P-card, and/or Travel card holder with monthly reconciliation duties. Completes all aspects of travel for the supervisor and division/department. Creates travel documents for the supervisor and other department members. Creates and manages budget reports. Assists the supervisor in writing and submitting grant applications, narrative reports, and performance improvement plans. Assists the supervisor in developing a grant proposal, collecting, reviewing, and tracking equipment. Maintains documentation for grant projects. Assists division staff with class schedules, changes, and load sheets. May order books. 
Maintains student application and permanent record files; prepares student records for archives by boxing them and preparing lists of contents for reference; maintains an accurate, permanent record for each student. Abides by AZ State guidance, standards, and statutes for record-keeping. 
Takes notes at meetings; department, division, committee, councils, or external meetings. Sorts mail and distributes mail daily. Runs reports. Drafts and edits division job descriptions. Creates and formats PowerPoint presentations with content provided by the supervisor. 
Ensures any student service issues are effectively managed to a successful resolution using Maxient. Provides a clear and customer-focused summary of the issue resolution to all relevant staff and, if appropriate, to any external parties. 
Lead committees. Acts as a mentor to new administrative assistant employees. Leads the team to perform at the highest level, creates professional growth opportunities for the Team. 
Oversee the front desk/area by answering phones, responding to inquiries in person, via email, and other forms of communication. Provides coverage for others while out of the office. Directs customers to various locations on campus. Provides detailed information for customers. Supply program information. Directs students, answers inquiries. 
Events: creates facilities request, sets up events creates marketing materials. Reserve rooms. Researches and verifies information for program reports and special projects. 
Support and participate in strategic planning initiatives and performs other duties as assigned.