What are the responsibilities and job description for the Administrative Assistant III - Division of Science, Math, Engineering, and PE position at Victoria College?
Position Summary
The Division of Science, Mathematics, Engineering, & P.E. is seeking a Full Time Administrative Assistant III. The Administrative Assistant III is responsible for performing duties including instructional support, effective office management, communication with administrative staff, instructors, students and the general public; accurate creation and distribution of correspondence, schedules, syllabi, examinations, and reports; and maintenance of organized files for the office of the Division of Science, Mathematics, Engineering, & P.E.
This position is benefits eligible.
About Our Institution
Victoria College (VC) is a vital public community college located in Victoria, Texas and has been a respected community partner in the Crossroads region since 1925 and continues to offer quality, affordable educational opportunities to help our students achieve their dreams. VC offers a variety of high-quality associate's degrees and transfer programs, preparing students for success in their chosen fields. The college fosters a close-knit community, serving approximately 7,100 students across diverse backgrounds and learning styles, including full-time, part-time, online, veterans, and adult learners. VC features five academic divisions:
- Academic Support & Student Success
- Allied Health
- Arts, Humanities, & Social Sciences
- Career & Technical Education
- College Access and Community Partnerships
- Science, Mathematics, Engineering, & Physical Education
Living in the Area
Victoria, a charming city with a population of around 67,000, provides a welcoming and affordable environment. Residents enjoy a variety of benefits, including diverse culinary experiences, a rich cultural scene with museums and art galleries, and ample opportunities for outdoor recreation. Victoria boasts over 50 parks and green spaces, including Riverside Park and Spring Creek Greenway, offering scenic walking and biking trails. The city is well-connected with regional transportation networks, including Victoria Regional Airport and multiple bus services. Victoria's cost of living is significantly lower than the national average, making it an attractive option for students and families alike.
Duties & Responsibilities
TYPICAL DUTIES MAY INCLUDE:
- Create and distribute reports and correspondence
- Oversee purchasing procedures and prepare purchase orders
- Issue keys to faculty/adjunct faculty
- Assist during Registration
- Schedule meetings
Specific duties and responsibilities to Department:
- Build schedule into Banner
- Greet/assist students
- Answer telephone, take and relay messages
- Assist full-time faculty members as needed
- Assist adjunct faculty members
- Proctor exams when needed
- Fax/document-send correspondence to distant sites
- Distribute mail
- Establish and maintain files
- Order, receive, and store materials and supplies
- Prepare Special Assignment Agreements, obtain necessary data and signatures, and maintain on file
- Prepare & Distribute student evaluation of instructor packets and maintain on file
- Route materials to Media Services for duplication
- Assist faculty with travel arrangements
- Prepare purchase orders/check requisitions
- Prepare and post announcements
- Input classes into Meeting Room Manager
- Follow up calls to unpaid students and students not attending class
- Post Syllabi into Banner
- Other duties as assigned
- This position will access student records at times and will follow all FERPA guidelines
Qualifications
- Associate degree required in a related field or four years of administrative experience in lieu of degree
- Three years administrative experience required
- High level of proficiency with MS Word, MS Office Outlook, Excel
- Successful experience in managing projects;
- Discretionary judgment regarding confidential information and ability to maintain confidential and time sensitive material;
- Ability to accomplish basic business tasks, meet deadlines, and ability to learn and interpret policies and procedures;
- Effective communication skills and ability to interact with diverse groups.
Physical Demands
While performing the duties of this job, the employee is regularly required to use hands and fingers to handle controls, key pads, etc. Will be required to sit and reach with hands and arms as well as, sit, stand and walk. The employee must frequently lift and/or move up to 15 pounds while loading office supplies and paper. Specific vision abilities required include close vision, some color vision, and the ability to adjust focus from documents to computer screen. Hearing of light to moderate sound is required by this job. The noise level in the work environment is usually moderate.
The following benefits apply to all full-time positions scheduled to work 30 hours or more each week. These full-time positions are also eligible to participate in our TRS retirement plan.
Victoria College offers an excellent benefit package for eligible employees that includes group insurance as well as a generous amount of paid time off:
Group Insurance
Health insurance
- Full-time employees: 100% VC paid; employee pays 50% for dependents
- Coverage for the new employee/dependents is effective on the 1st of the month following a 60-day waiting period
Optional benefits – available at group rates
- Coverage for the new employee/dependents is effective on the 1st of the month following hire date
- Flexible Spending Accounts – health and dependent care
- Dental
- Vision
- Term Life
- Short and long-term disability
- Accidental death & dismemberment
- As an added benefit, Victoria College issues a credit of up to $30 each month to full-time employees to help offset the cost of premiums
Retirement
Participation in the Teacher Retirement System is mandatory (ORP option for eligible employees)
- Currently, the employee contribution is 8.25%. The state and Victoria College, together, contribute 8.25%
- Social security is deducted each pay period
- Payroll deduction for 403-b and 457 deferred compensation plans are available
- Workers compensation insurance
- Direct payroll deposit
- Tuition waiver for benefits eligible employees and their dependents through age 25
- Use of the Sports Center which includes treadmills, rowing machines, exercise classes, etc.
- Technology training
- Vacation for eligible employees (does not apply to faculty positions). Effective 90 days after start date
- Full-time employees: 80 hours up to 10 years of service then 120 hours for 10 years of service
- Sick leave
- Full-time employees: accrues at 8 hours each month
- Developmental and professional leave
- One week at Thanksgiving
- Two weeks for Winter Break
- One week for Spring Break
- Regular holidays
- Labor Day
- Martin Luther King, Jr. Day
- Good Friday
- Memorial Day
- Juneteenth
- Independence Day
- Non-faculty employees get Fridays off during the summer
Salary : $30
