Administrative Assistant

Responsible for providing administrative assistance to the Operations Manager, Dean of Liberal Arts and faculty. Completes a wide variety of projects and collaborates with multiple internal stakeholders. Assists with class scheduling, purchasing, and hiring. Responsible for reception oversight in Liberal Arts South division office.  

Minimum Acceptable Qualifications: 

Education: Associate's degree required; Bachelor's degree preferred.  

Experience: Minimum 3 years' secretarial experience and demonstrated administrative skills. Strong verbal and written communication skills required. Proficiency with Microsoft Excel and Outlook. Experience with highly detailed processes and data entry in a fast-paced environment with multiple stakeholders preferred. Able work independently and balance multiple projects and deadlines; adapts to shifting priorities and frequent interruptions in a fast-paced office environment. 

Characteristic Duties: 

Provides clerical and administrative support to the Dean, Operations Manager, Department Chairs, and faculty related to academic programs and operations 

Assists, trains, schedules, and directs the activities of student aides in Liberal Arts South. 

Ensures tasks are fully completed and accurate before submission 

Anticipates and resolves issues proactively to ensure smooth division operations. 

Assists with preparation and modification of class schedules using Banner software. Works closely with Chairs and Scheduler to prepare drafts and update and correct class schedules. 

Monitors course loads, reports overages and prepares appropriate adjunct faculty salary adjustment for all faculty. 

Confirms load and overload rates, computes, and prepares Salary Notifications, monitors pay scale and contractual changes.  

Processes and computes check requests, purchase orders, substitute pay, and vendor payments. Calculates and prepares payroll deductions for adjunct faculty absences when applicable. Tracks faculty absences. 

Reconciles monthly budget between purchasing and General Ledger payments. 

Prepares Transaction Adjustment Requests and Budget Transfers as needed. 

Collects, verifies, and processes timesheets for personnel. 

Prepares, collects, and releases payments for contracts and vendors. 

Coordinates room scheduling, lab space requests. 

Communicates with a wide variety of offices and departments to resolve issues. 

Works closely with Human Resources, faculty and Dean to complete the recruitment, interview, hiring and onboarding processes. 

Maintains calendars and creates appointments for Dean and Operations Manager. 

Organizes and maintains various divisional files and records. 

Designs, performs exports and maintains Formstack information collection system.  

Compiles various reports such as Staffing Analysis, Adjunct faculty load report, Program Analysis Worksheets, and all Cognos reports.  Analyzes reports for accuracy. 

Coordinates special events, including travel arrangement, room reservation, supply purchasing, catering orders, special set-ups for furniture and equipment. 

Completes key requests, room reservations and facility requests. 

Contributes to curriculum, student surveys, faculty promotions/ award, processes. 

Coordinates Peer Review, Summer Riders, Project Request, and Reassign Time processes. 

Distributes Salary Notification Letters, Student Surveys, and other items/ information to faculty. 

Sends reminders, tracks compliance, and follows up with faculty for various deadlines and deliverables. Assists faculty with completing forms, following procedures, and meeting deadlines. Directs faculty and students to resources and communicates who should be contacted in special situations. 

Assists with Field Trips, Guest Speakers, Independent Study Contracts, Grade/ Midterm Verification collection, etc. 

Serves as primary receptionist for a busy office.  

Makes recommendations to the Operations Manager regarding office procedures. 

Implements and communicates new procedures as directed. 

Trains other staff on assigned duties as needed. 

Maintains an instruction manual for all assigned responsibilities. 

Uses a wide variety of software applications, including Microsoft Word, Excel, Outlook, Oracle, Banner, and Microsoft Teams. 

Maintains all division files in shared Teams sites. 

Adheres to applicable union contracts, handbooks, and procedural manuals. 

Maintains strict confidentiality of all office matters. 

Assists colleagues across Divisions as needed. 

Performs related duties as assigned by the Operations Manager or Dean. 

Working Conditions/Physical Requirements: 

Work is primarily indoors and sedentary in nature.   

Supervision: 

Under the supervision of the Operations Manager, receives oral and written instructions as needed for specific assignments. Provides direction to Student Aides. Works closely with Dean.