Administrative Assistant

Position Summary & Essential Duties

The following duties and responsibilities, Knowledge, Skills and Abilities (KSA’s), and physical requirements are intended to describe the general nature and level of work being performed. The information listed below is not intended to be construed as a complete listing of all duties and responsibilities, KSA’s, and physical requirements required of this position since changes to the position may occur at any time or additional requirements may be added over the course of time.

SUMMARY:
Under direct supervision of the Dean of Natural Sciences, the incumbent performs a variety of administrative, student, and staff support duties, which require exemplary customer service and an accompanying range of office skills, specialized record keeping, and/or information gathering skills; filing, organizing records, data entry, assisting students. Assists with registration and academic advising, and performs other duties as assigned.

Qualifications (Required and Preferred)

MINIMUM EDUCATIONAL AND WORK REQUIREMENTS (MINIMUM QUALIFICATIONS):
Associate Degree and 4 years of directly related work experience or High school diploma/GED and 6 years of directly related work experience.

PREFERRED:
None

CERTIFICATION OR LICENSES:
None

Job Duties and Responsibilities

The incumbent will:

• Oversee and/or perform a range of diverse administrative activities for the division.
• Support instructional activities by working through and with appropriate administrators, Deans, Department Chairpersons, and Faculty.
• Utilize knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.
• Perform a wide variety of data-entry assignments, sometimes confidential in nature, which utilize software that includes the College database, scanning software, and Microsoft Office products.
• Assist in administrative problem solving, program planning, development, and execution of stated goals and objectives.
• Greet and direct visitors and students in a manner consistent with contemporary practices of exemplary customer service through direct contact, e-mail, fax, and telephone inquiries. Accept, screen, and route telephone calls. Answer inquiries concerning activities, application process, and operations of all departments. Maintain calendar of departmental activities.
• Research information, compile statistics, and gather and compute various data; prepare special and/or one-time reports, summaries, or reply to inquiries, selecting relevant data from a variety of sources.
• Maintain a working knowledge of student confidentiality based upon FERPA requirements.
• Build course schedules for instructional program(s) and the scheduling of classroom and office assignments for instructors.
• Monitor, reconcile, and assist with fiscal administration, including but not limited to budgets, grants, travel, and/or purchasing.
• Schedule appointments and maintain calendars; schedule, coordinate and facilitate meetings, facilities usage, events, and/or travel arrangements, as required.
• Establish, update, and maintain files, inventories, and records; implement and maintain data management systems, as required.
• Assist with student registration, advising, financial aid, student criminal background checks, or other related health or insurance data, and transcript requests.
• Sort, screen, and distribute incoming and outgoing mail. Prepare copies, scan and/or email documents and send faxes.
• Order, maintain inventory of, and distribute office supplies.
• Assist in events planned and held by the division programs for prospective, new, and current students as well as the general public.
• Assist in preparation of annual report and accreditation processes that apply to the assigned department.
• Assists the department chairs with recruitment activities and new student orientation.
• Perform miscellaneous job-related duties as assigned.

• Display empathy and positive regard for others in written, verbal and non-verbal communications.
• Work with colleagues and students by practicing punctuality, respect for deadlines, collaborative problem solving, and honest communication.
• Be friendly and collegial with co-workers, faculty, students, staff, and visitors to the campus.
• Build trusting relationships by acting with integrity, courtesy, and responsibility, even in the face of stress or demanding workplace conditions.
• Maintain proficiency as needed and approved by attending trainings, reading job-related materials, and meeting with others in area of responsibility.
• Dress appropriately for a workplace with frequent customer service interaction and community outreach.
• Meet all required standards of confidentiality. Keep work areas in a clean and orderly manner.
• Actively engage in the Temple College mission of creating a culture of caring by providing excellent customer service to all internal and external customers and embracing the core values of Temple College: Excellence, Integrity, Community, and Respect.

Knowledge Skills and Abilities & Physical Demands

KNOWLEDGE:

• Knowledge of computerized information systems.
• Knowledge of general accounting principles.
• Knowledge of departmental accreditation rules and procedures.

• Skill in the use of personal computers and related software applications (i.e. Microsoft Office Suite)
• Skill in organizing resources and establishing priorities.
• Receptionist skills.
• Records maintenance skills.
• Database management skills.

• Ability to analyze and solve problems.
• Demonstrated ability to maintain confidentiality.
• Ability to make administrative/procedural decisions and judgments.
• Ability to create, compose, and edit written materials.
• Ability to maintain calendars and schedule appointments.
• Ability to gather data, compile information, and prepare reports.
• Ability to communicate effectively, both orally and in writing.
• Ability to train assigned staff.
• Ability to interact and communicate with students, staff, and faculty.