What are the responsibilities and job description for the Administrative Assistant- Arts & Sciences Division position at Northwest State Community College?
GENERAL PURPOSE
Applications are being accepted for an Administrative Assistant for the Arts & Sciences Division. This position serves as the first point of contact for the division/department and provides exceptional customer service to learners, staff, and community members. The Administrative Assistant is responsible for routine and non-routine administrative tasks while also facilitating the daily operations of the department. In addition, this position is responsible for developing and maintaining administrative procedures related to division/department operations.
Normal Weekly Hours: 40 hours, 12 months per year. Hours will range from 8am- 6pm Monday- Thursday and 8am- 4pm on Fridays. Hours/days will vary due to operational situations and special events.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Provide administrative support to direct supervisor and division/department as a whole. This may include: answering phones, sending emails, preparing correspondences, mass mailings, processing purchase order requisitions, preparing and processing division/department related material, making travel arrangements, scheduling appointments and meetings, making room reservations, recording meeting minutes, and data entry.
- Serve as a front-line representative for division/department. Responsible for using discretion, confidentiality, and problem solving to field general questions and assist visitors as needed; provide information, direction, and referrals to appropriate resources.
- Maintain detailed records, generate reports as needed, and manage central filing system for department/division.
- Operate office equipment and software, including but not limited to: Microsoft Word, Excel, Powerpoint, Google Docs, Banner, FLAC, Sakai, and Argos.
- Maintain an inventory of office supplies and equipment and place orders as needed.
- Assist with division/department related events as determined by direct supervisor. This may include but not limited to: meetings, trainings, graduations, ceremonies, site visits, summer camps, and other college related events.
- Update and maintain procedural manuals.
- Maintain schedule/calendar for division/department and adjust as need arises.
- Update and maintain budget for the division/department (if applicable)
- Assist in the training of student workers and part-time instructors (if applicable).
- Department specific and other similar duties as assigned by direct supervisor.
MINIMUM QUALIFICATIONS
Education and Experience:
- An Associate degree in office administrative services, related degree, or a combination of education and/or relevant experience required.
- Previous office experience preferred.
Necessary Knowledge, Skills, and Abilities:
- Excellent computer skills as appropriate for the area as well as having the ability to update skills based on new computer technology. Able to organize and maintain various documents and Google Drives, as well as proficiency in the Microsoft Office Suite programs.
- Ability to work independently.
- Ability to handle multiple tasks, identify priorities problem solve, and maintain attention to details is essential.
- Excellent Interpersonal skills as well as oral and written communication skills
- Exceptional customer service skills.
- Ability to learn divisional terminology, programs and their requirements.
- Ability to organize and maintain program files.
- Ability to maintain confidentiality and understand FERPA.
SUPPLEMENTAL INFORMATION
SUPERVISION EXERCISED
None.
RESPONSIBILITY FOR PUBLIC CONTACT
Works with potential students, students, external agencies, and faculty.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Northwest State Community College is an Equal Opportunity Employer and educator that does not discriminate on the basis of race, color, national origin, sex, sexual orientation, genetic information, religion, age, disability or military status in employment or the provision of services.
In accordance with the Americans with Disabilities Act, it is the policy of Northwest State Community College to provide reasonable accommodations to persons with disabilities. When contacted for an interview, an applicant who requires special accommodations due to a disability should notify the Human Resources office at the time he/she is contacted so that proper arrangements can be made for the interview.
Salary : $37,802 - $59,902