What are the responsibilities and job description for the Administrative Assistant, Natural Sciences position at Salt Lake Community College?
Under minimal supervision the Administrative Assistant provides secretarial and administrative support to the Associate Dean (AD) of the Division of Natural Sciences. Works and communicates with all levels of administration, faculty, staff and students in all areas that affect the Division and Departments. Works with and safeguard confidential documents while maintaining confidentiality. Supervises work study students and part-time employees. The Assistant supports the AD in budgeting and account management/reconciliation, keeps the AD abreast of operational activities, ensures the efficient operation of the Division Office, prepares and processes all full-time and part-time compensation forms, completes all HR paperwork for new staff and faculty. Makes decisions within the scope of the job, is proactive in putting together calendars, responses to email and phone inquiries, follows-up with items and continues the work of the Division Office in the absence of the AD. Works closely with other departments within the School and College to ensure collaboration and coordination of effort for joint projects and/or initiatives.
Compiles, composes, and edits quality memorandum, correspondence, reports, etc. on behalf of the AD.
Essential Responsibilities and Duties
Compiles, composes, and edits quality memorandum, correspondence, reports, etc. on behalf of the AD.
- Make decisions within the scope of the job.
- Be proactive in putting together calendars, responses, follow-up items, and carry-on work of the office in the absence of the Associate Dean.
- Compile, compose and edit quality finished memorandum, correspondence, reports, etc.
- Support and assist department chair in all daily aspects of the operations of the department.
- Assist AD with annual Informed Budget Process.
- Communicate extensively through electronic mail and electronic filing systems.
- Take, process, and distribute minutes for various meetings, including departmental meetings.
- Process fiscal and budgetary documents that may include department requisitions, time entry, requisitions and budget reconciliation.
- Work with department coordinators on class schedules coordinating between them and the scheduling office.
- Monitor section enrollment recommending addition and cancellation of courses to the department coordinators and the AD.
Perform receptionist duties which includes screening phone calls, message taking, coordinating travel arrangements, maintain filing systems, researching analysis functions, preparing and writing reports, implementing new procedures, coordinating activities with other departments, receiving and distributing mail, and disseminating general and accurate information to students, employees, and others.
- Receive and appropriately route student, faculty, and staff issues.
- Fulfill special projects for the College and School and its Dean.
- Train and support admins from other departments.
- Support full and part time faculty.
- Support students’ success at the college.
Other duties as assigned.
- Two (2) years of post-high school education/training with a minimum of 60 completed credit hours.
- Two (2) years of related, paid, full-time work experience.
Additional full-time related work experience can be used for education/training on a 1 to 1 basis. Part time experience may be considered on a prorated basis.
Preferred Qualifications
Associate’s degree or certificate of completion in a business-related field.
Knowledge, Skills & Abilities
- Strong knowledge of business English, math, writing, spelling, punctuation, vocabulary, office procedures and methods.
- Knowledge of College policies, procedures, and operations preferred.
- Strong knowledge of Microsoft Office, Banner, and other computer applications.
- Skillful time management and organizational skills.
- Excellent typing skills required and ability to type 60 wpm.
- Ability to take minutes at various meetings.
- Follow written and oral instructions effectively.
- Ability to multitask and perform effectively under stress.
- Ability to supervise and coordinate activities with others.
- Research and analyze information.
- Work with and safeguard confidential information.
- Ability to work with budget and give input during Informed Budget Process.
- Ability to handle work of confidential and complex nature.
- Ability to take notes and distribute minutes.
- Ability to communicate effectively with a broad range of people with a variety of abilities and backgrounds, to maintain good working relationships across the College.
- Ability to work with all groups from a variety of academic, socioeconomic, cultural, and ethnic backgrounds, and with community college students, faculty, and staff, including those with disabilities.
Please indicate whether work experience is part-time or full-time on your resume/documentation.
SLCC Highlights
Salt Lake Community College is Utah’s largest open-access college with the most diverse student body in the state. We proudly educate 45,000 students pursuing degrees in 100 programs across 8 areas of study, and Utah’s fastest growing industries and four-year baccalaureate programs consistently welcome SLCC graduates. Every SLCC employee has a hand in transforming students’ lives to strengthen its surrounding communities. SLCC employees work at 11 locations across the valley and capital city of Salt Lake with easy access to the beautiful Wasatch Mountains, world-class outdoor recreation, sporting events, museums, history, and arts and entertainment.
Salt Lake Community College seeks and values contributions from each community member and welcomes new and diverse perspectives. A respectful work environment is its top priority; academic excellence and lasting transformation come about when diverse voices can speak and collaborate freely. As an emerging Hispanic Serving Institution, SLCC leads the state with the highest enrollment of students from the Latinx/a/o community. SLCC is committed to serving diverse students and being a model for inclusive and transformative education.
FLSA Non-Exempt SLCC Information
Salt Lake Community College seeks and values contributions from each community member and welcomes new and diverse perspectives. A respectful work environment is its top priority; academic excellence and lasting transformation come about when diverse voices can speak and collaborate freely. As an emerging Hispanic Serving Institution, SLCC leads the state with the highest enrollment of students from the Latinx/a/o community. SLCC is committed to serving diverse students and being a model for inclusive and transformative education.
Salt Lake Community College (SLCC) is fully committed to policies of equal employment and nondiscrimination. The College does not discriminate on the basis of race, color, national origin, age, sex, sexual orientation, gender identity, genetic information, disability, religion, protected veteran status, expression of political or personal beliefs outside of the workplace, or any other status protected under applicable federal, state, or local law.
SLCC is a participating employer with Utah Retirement Systems (“URS”). In addition to URS, SLCC offers several other retirement account options.
This position is subject to a successful completion of a criminal background check.
SLCC is a participating employer with Utah Retirement Systems (“URS”). In addition to URS, SLCC offers several other retirement account options.
This position is subject to a successful completion of a criminal background check.
