JOB TITLE: Administrative Assistant
DEPARTMENT: Career& Outreach EducationFLSA: Non-Exempt
LOCATION: ECC-Sullivan - (SAC)LEVEL:104
REPORTS TO: Director, ECC-Rolla/ECC-SullivanDATE: 07/1/2011
POSITION SUMMARY:
Perform a variety of advanced administrative, confidential, technical and administrative support services to the at the Southwest Area Center.
ESSENTIAL TASKS:
Assist with ECC-SACregistration process; advisement visits and counseling referrals.
Establish and maintain cooperative working relationships with other employees at the Southwest Area Center and at the Main Campus in Union to facilitate carrying out instructions involving other departments, transmitting information accurately and tactfully.
Maintain office files and other appropriate records.
Schedule appointments and meetings; organize materials, send out meeting notices; arrange for catering services.
Initiate and process forms such as purchase orders, personnel requisitions, printing requests, facilities work orders; Track-it work orders; reimbursement vouchers, etc.
Greet visitors, students, and/or employees and respond to inquiries, requests for information and provide assistance.
Prepare reports, statistical data, correspondence and other materials related to responsibilities assigned.
Create, update and maintaindepartmental forms.
Manage distribution of all incoming and outgoing mail; screen and respond as necessary. Assemble attachments and corresponding material. Review outgoing material for completeness, dates, and signatures.
Ability to perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards in a safe manner and with minimal supervision.
Open SAC in the morning.
Contact Landlord concerning building maintenance & issues. Call appropriate service companies based on landlords approval.
Perform generalist duties including the processing of registration and other forms into Datatel.
Work with Division Chairs in scheduling of SAC. Create room assignments for classes based on teacher’s needs and class size.
Arrange dates for academic advisors, financial aid advisors, and ECC’s Career Counselor to visit students at SAC. Schedule specific appointments with students.
ADDITIONAL DUTIES:
Schedule advisement visits at the Southwest Area Center.
Assign tasks tostudent workers at the Southwest Area Center.
Create and submit advertising for the Southwest Area Center (radio, newspaper, mailings) to the Public Relations Department.
Manage site bookstore.
Assist with Southwest Area Center ITV classes by communication with off-site instructors, tracking student attendance, setting up test proctoring, and distributing paperwork and assignments.
Work with Instructional Design Coordinator and IT Department in testing and working with ITV and Computer Lab equipment, and classroom instructional equipment.
Assist instructors with copies, equipment needs, etc.
Assist students with computer lab questions.
Maintain SAC petty cash.
Perform other related duties as may be assigned.
KNOWLEDGE, SKILLS, and ABILITIES:
Thorough knowledge of the principles of office management and of modern office procedures, systems and equipment; ability to apply this knowledge to difficult problems.
Knowledge of department and college policies, procedures, and practices with the ability to answer work related questions; and/or interpret and apply these guidelines correctly in various situations
Knowledge of business English with the ability to write in complete sentences using appropriate words, correct grammar, punctuation and spelling
Ability to handle confidential material judiciously and relay negative information in a positive manner
Knowledge of FERPA
Strong customer service orientation.
Ability to use independent judgment and discretion.
Detailed-oriented with skills in proofreading materials and data entry to ensure accuracy.
Oral and written skills to convey ideas, facts, and information effectively and accurately to students, staff, faculty, and the general public.
Ability to identify what information is needed by others for effective actions.
Ability to maintain confidential and sensitive information.
Ability to develop and maintain filing systems.
Ability to deal with internal and external customers in a tactful and courteous manner.
Ability to devise or adopt office procedures to changing organizational needs.
Ability to organize and coordinate functions and tasks, with frequent interruptions.
Ability to establish and maintain effective working relationships internally and externally.
Ability both to take initiative and follow-through.
Ability to perform basic mathematic calculations.
LEADERSHIP and COMMUNICATION SKILLS:
Follow technical instructions, procedure manuals, and charts to solve practical problems; and/or compose routine or specialized reports or forms and business letters; and/or ensure compliance with clear guidelines and standards.
Communicate to convey or exchange general work-related information or service to internal or external customers.
DECISION-MAKING and ANALYTICAL SKILLS:
Requires limited decision-making.
Perform clerical or manual duties.
Adhere to College and department policies and procedures.
Perform job duties in a safe and effective manner.
EQUIPMENT/SOFTWARE:
Use office machines such as telephones, copiers, fax machines, or 10-key calculators
Proficient in computer programs utilized which include electronic mail, Colleague (college database system), Windows XP, Word, Excel and Outlook.
WORKING CONDITIONS - the following physical conditions and hazards may be encountered in this position:
The position is normally in an indoor environment where the noise level is usually moderate.
PHYSICAL REQUIREMENTS:
- While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand and walk.
- The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
- The position may also require close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
POSITIONS SUPERVISED:
None
EDUCATION, EXPERIENCE, and LICENSES/CERTIFICATIONS: (A comparable amount of training, education or experience may be substituted for the minimum qualifications.)
A High School Diploma or GED
Two years full-time administrative support experience; four years preferred
Signatures
I have read and reviewed the above job description with my immediate supervisor.
Employee Signature/DateSupervisor Signature/Date