Administrative Specialist Sr (Open Until Filled)

South Mountain Community College is currently seeking an Administrative Specialist Sr. This position performs administrative duties for Counseling Division, including office coordination, front desk receptionist duties, scheduling appointments, preparing/maintaining office records/reports, office support, and correspondence. This position is critical to the Counseling Division, which serves multiple functions, including FYI and CPD instructional courses, occupational instruction, student services, and numerous student success initiatives. This position is crucial in coordinating division projects, timelines, and communication, including FYI/CPD class schedule building support, assistance with staffing, instructor evaluation coordination, front-line communication with residential and adjunct faculty, and budget and account management, purchasing, and expense processing. Oversees the Counseling front desk, which serves current students, prospective students, and students in distress. Responsibilities include assisting with the hiring and monitoring of work-study students. It may require collaboratively supporting faculty and staff in the Behavioral Sciences program.

Essential Functions

30% Service support functions include overseeing of the front desk receptionist duties, scheduling appointments and consultations, office coordination, preparing/maintain office record/reports, student "intake", and coordinating the Stat process; hire, train, and coordinate work schedules for work study student employees

20% Prepares and maintains routine and non-routine correspondence, reports, documents, records and files; manages documentation/record-keeping system in accordance with established standards and guidelines

15% Instructional support functions such as coordinating and processing class schedule building, classroom/room reservation, ordering textbooks, contacting adjuncts, finding subs, assist with faculty hiring/onboarding; sending communiques

15% Updates and maintains schedules, calendars and related meeting materials including department meeting agendas, meetings minutes and hosting department Zoom/Google meetings

10% Assist with HCM, FMS, SIS functions to include delegate for time and labor processing; monitoring and ordering supplies inventory, monitors and tracks department budget and expenses, contacts vendors for purchase and delivery information, obtains quotes, monitors requisition information and reviews and reconciles invoices; retrieves and verifies information in SIS in accordance with established standards and guidelines

10% Project planning and implementation to include new adjunct training sessions, mental health awareness events, department workshops, and other duties as assigned