Administrative Associate IV

The position is responsible for handling the day-to-day operations of Highlands College by answering and directing phone calls; maintaining Microsoft Outlook calendars; replying to emails; directing visitors; creating and maintaining filing systems; making photocopies; sending, collecting, and delivering mail; managing budgets; liaising with students, staff, faculty, and off-campus vendors; and managing student employees.In addition, the position gathers and archives program review and departmental operations documents and assists faculty with support for meetings by disseminating meeting agendas, acting as the recording secretary during meetings, and compiling and archiving meeting minutes.The position also prepares periodic reports; trains newly hired administrative associates; schedules travel for faculty and prepares travel expense reports; periodically arranges functions with complex or unusual details; maintains campus job bulletin boards; assists with ensuring that instructors have followed hiring procedures; ensures that departmental web pages are kept current; assists with course evaluations; maintains an inventory of supplies and prepares and submits purchasing forms; maintains mailing lists and coordinates mass mailings; arranges key authorizations; and coordinates communications.This person also operates and maintains office equipment, including printers, copiers, and fax machines. This position also works with maintenance staff and outside vendors to ensure office equipment is in good working order and office supplies are always on hand. This position works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations; ensures that deadlines are met and adapts to changing priorities, and presents a positive and professional image for Highlands College.The position requires extensive use of common office software, including Microsoft Office Suite, Zoom, and OneDrive, and extensive use of campus software and databases, such as Banner, Canvas, MUS Data Warehouse, and Secretaries Database.