Administrative Assistant I, Advising Center

Compensation:

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Position Summary

MAJOR DUTIES

• Provides outstanding customer service by answering telephones, greeting visitors, responding to texts and emails, and offering accurate information and assistance; refers individuals to appropriate personnel, takes messages, and schedules appointments.

• Checks in students for advising appointments and drop-ins with professionalism and a welcoming demeanor, ensuring each interaction reflects exceptional customer service.

• Serve as the primary point of contact for the advising phone lines. Answer and return calls promptly, respond to voicemails, provide accurate information to callers, and transfers calls as appropriate.

• Responds to a variety of email and text correspondence with clarity and professionalism.

• Verifies student information to ensure advising readiness; assists students with any holds, referrals issues prior to their advising appointments.

• Reviews incoming early alerts daily, categorizes, and assigns to advisors, ensure complete student information is included, and maintains accurate tracking.

• Reviews and organizes student complete withdrawal requests, ensuring proper documentation and routing.

• Operates office equipment such as scanners and copiers.

• Enters information into computerized databases.

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of modern office practices and procedures.

• Knowledge of college and program policies and procedures.

• Knowledge of computers and job-related software programs.

• Skill in prioritizing and organizing work.

• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.

• Skill in oral and written communication.

SUPERVISORY CONTROLS

The Director of the Advising Center assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines include college and department policies and procedures. These guidelines are generally clear and specific, but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

• The work consists of related secretarial duties. Frequent interruptions contribute to the complexity of the position.

• The purpose of this position is to provide secretarial and customer service support for the operations of the Advising Center. Successful performance contributes to the efficiency and effectiveness of department operations.

CONTACTS

• Contacts are typically with co-workers, other college employees, students, and the general public.

• Contacts are typically to give or exchange information, resolve problems, and provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while intermittently sitting, standing, stooping or walking. The employee occasionally lifts light object and uses tools or equipment requiring a high degree of dexterity.

• The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

MINIMUM QUALIFICATIONS

• Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent.

• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/ internship or having had a similar position for one to two years.

The following REQUIRED documents must be submitted with application in order to be considered . Upload all required documents under the Application Questions 2 section for "Additional Documents Required".

• Cover Letter (Required)
• Curriculum Vitae (CV) or Resume (Required)
• List of 3 Supervisor References. (Required)
• Unofficial Transcripts with qualifying degree conferred. (Optional)
• Letters of Recommendation (Optional)

EEO STATEMENT: San Juan College is dedicated to providing equal employment and educational opportunities without regard to race, color, religion, sex, national origin, disability, age, genetic, veteran's status, or on the basis of any other category protected under federal, state and local laws.