Administrative Assistant for Dean Arts and Science

GENERAL FUNCTION:

Under general supervision the administrative assistant works in a collaborative team manner to provide clerical, organizational, and administrative support for the College. This will include, but not limited to; typing, data entry, reception, maintain inventory of office supplies, completing requisitions, distributing mail, handling incoming calls, arranging appointments, operating and maintain various office equipment including copiers, printers, computers, LCD projector, scanner and fax machine. Assisting faculty with clerical needs; working effectively with the public and co-workers.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides administrative and clerical support for the Dean of Arts and Science faculty members, (Full-time and adjunct)
• Coordinates daily office operation
• Assists the Dean and faculty members in planning, organizing, coordinating, directing, and executing the administrative functions of the division
• Collects and review payroll, timesheet and other information for appropriate faculty and staff of the division
• Calculates, key, and produces adjunct faculty contracts
• Processes employment packets for new adjunct faculty
• Exceptional working knowledge and ability to perform task required of the Curriculum Module of (CIS) Datatel
• Coordinates, collects, edits, and develops the semester booklist.
• Serves as liaison with textbook publishers
• Orders instructional textbooks and materials
• Maintains, collects, and edits departmental course and instructor’s syllabi
• Schedules appointments for the Dean and Department Chair
• Ability to work and communicates effectively with the public, a diverse faculty, staff, and student population
• Monitors, orders, and maintains office and supplies for division faculty and staff
• Researches cost and vendor option for equipment and supplies and develop purchase requisitions
• Key test, correspondence and various instructional materials
• Knowledge and use of word processing, spreadsheet, and database applications, including file management.
• Exceptional working knowledge and ability to navigate Moodle and the Internet
• Works in a multi-task environment, requiring organizational and interpersonal skills.

· Acts as adjunct faculty liaison

· Assists faculty with census and final grade rosters

· Assists advisors with student registration in Colleague

· Designated point person to create and submit work order request for division

· Supervise room/office key requests/distribution as appropriate

· Solicit student enrollment from call list

· Assists all faculty with day–to-day office functions (including faculty from other discipline areas)

· Assigns and maintains faculty mailboxes; collects and distributes mail

· Oversees working conditions of office equipment( fax, copy machine, scanner, etc.) for faculty (including faculty from other discipline areas)

· Receives incoming calls, guests and inquiries (takes calls, messages, etc. and communicates appropriately)

· Collect, review, and input semester course schedule

· Serve on college committees

· Assists in editing instructional portions of college catalog and other college related publications

· Performs other related duties as required

· Confidentiality is imperative

MINIMUM REQUIREMENTS

• Associate’s Degree in Applied Science in Office Systems Technology, Office Administration or related field or 10 years’ experience in an academic setting
• Two years experience in Office Systems Technology, Secretarial Science, Business or related field
• Working knowledge of Microsoft Office applications
• Ability to communicate with all levels of employees of the College
• Positive attitude is required

PREFERRED REQUIREMENTS

• Three years of experience in an academic setting, community college preferred
• Proven ability to work with diverse population including administration, faculty, staff, and students,

Job Type: Full-time

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Work Location: In person