Administrative Assistant II

Position Title : Administrative Assistant II

Department : Advising and Retention (ANR)

Division : Advising and Retention (ANR)

Employee Status : Full-time

Type : Support Staff Association (SSA- Union)

Grade : 8

Salary : $19.00

FLSA : Non-exempt (hourly)

Reporting Relationships

Reports to : Dean of Advising and Retention

Supervision Exercised : Supervision may be exercised over student workers and part-time temporary employees for designated programs.

Job Summary :

Using independent judgment and minimal supervision, provide advanced clerical support involving multiple software and complex office equipment and supervision to student

workers. Must exercise advanced reasoning and mature critical and analytical thinking skills. Lead or direct all office support functions for : Academic, Career Advising, and

Transfer Advising, Career Services, and First Year Experience. Model excellent customer service to students, faculty, administration, staff and others through all methods of

contact. Confidentiality and discretion are required.

Essential Duties and Responsibilities include the following. Additional related duties may be assigned.

1. Provide front-office customer service to visitors via multiple means, including phone, email, and in-person

2. Maintain accurate knowledge of college-wide resources in order to respond to questions for both internal and external customers.

3. Schedule student advising appointments and provide customer service to students, faculty, staff, and visitors at the Academic, Career & Transfer Advising front desk.

4. Support other units in Student Affairs by providing front-office coverage and maintaining calendars, when needed

5. Maintain Dean of Advising and Retention’s calendar

6. Operates and maintain equipment, including printers, copiers, and other office equipment

7. Collaborate with maintenance staff and outside vendors to ensure office equipment is in good working order and office supplies are always on hand

8. Maintain Academic and Transfer Advising general email and CRM and respond / forward items when necessary

9. Assist advising staff members with generating and disseminating CRM reports

10. Word process complex materials, editing for grammar and content. Perform computations and routine statistical analysis regarding budgets, grants, financial processes and

government reports.

11. Research, compile, and summarize information for reports or presentations

12. Hire, train, and supervise student assistants.

13. Organize and maintain file system, including coding, arranging, scanning, and purging in accordance with statutory governmental regulations and / or college guidelines.

14. Prepare and / or process various forms, including pay processing forms, travel documents, reimbursement documents, purchasing card (P-Card) reports, budgets and reports

15. Arrange and coordinate travel schedules and reservations.

16. Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, and record notes / minutes of meetings as necessary / assigned.

17. Assist staff with software and technology issues and training as necessary.

18. Demonstrate cultural awareness, sensitivity, and knowledge in performance of assigned duties.

19. Assist in the process of course creation and loading of STU classes, evaluations and faculty assignment.

20. Assist in the related software such as, but not limited to, Salesforce, Jotform, Qualtrics, Microsoft Access.

21. Provide divisional new hire onboarding with technology setup, office and key access in addition to Ellucian and Salesforce access and training.

Knowledge, Skills, and Abilities

1. Must possess the ability to keep information confidential.

2. Ability to accurately deal with difficult dictation.

3. Ability to perform complex clerical tasks.

4. Exceptional analytical and computer skills required.

5. Knowledge of business and human resource management practices.

6. Knowledge of administrative and clerical procedures.

7. Must use independent judgment to solve problems.

8. Exceptional interpersonal skills are required.

9. Effective oral and written communications skills.

10. Ability to work with a diverse population.

11. Knowledge of issues relating to historically underrepresented communities and demonstrated effectiveness in promoting respect and appreciation for diversity and inclusion among

students and staff.

12. Regular attendance is expected. Some evening and weekend hours may be required.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty well. The requirements listed below are representative of the knowledge, skills, and / or abilities

required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Qualifications

General Associate Degree or equivalent from two-year college or technical school; or six to twelve months related experience and / or training; or equivalent combination of education and

experience. Spanish language proficiency is highly desirable.

1. Ability to read, understand and express oneself clearly.

2. Ability to read and interpret documents such as faculty contract, policy manuals, and procedure manuals.

3. Ability to write routine reports and correspondence.

4. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

5. Ability to compute rates and percent and to draw and interpret bar graphs.

6. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

7. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

8. Windows, Microsoft Office Suite (Word, Excel, Access, spreadsheet design and entry), database entry, Web page maintenance and ability to learn the college’s administrative software

system.

Work Environment

While performing the duties of this job, the employee regularly works in an office setting.

Physical Demands

Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodations.

While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The

employee is frequently required to stand, talk and hear.

Salary : $19