Administrative Assistant ll - First Year Experience
Administrative
Full Time
Position Title: Administrative Assistant II – First Year Experience
Department: First Year Experience Office (FEX)
Division: Advising and Retention (ANR)
Employee Status: Continuous Part-time (up to 25 hours per week)
Type: Support Staff Association (SSA-Union)
Grade: 8 Salary: $18.50 hourly
Business Hours: Monday - Friday, 8 am - 5 pm
FSLA: Non-exempt
_____________________________________________________
Reporting Relationships
Reports to: Manager of the First Year Experience Office
Supervision Exercised: Supervision may be exercised over student workers.
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. 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. Related duties may be assigned.
· Proficient in using all methods of telecommunications.
· Read and route incoming mail. Locate and attach appropriate files for correspondence to be answered by employer.
· Utilize comprehensive knowledge of all activities of college and office, and facilitate others, as appropriate.
· Resolve inquiries, refer to appropriate departments and provide resource materials; maintain accurate knowledge of college-wide resources in order to respond to questions for both internal and external customers.
· Independently prepare correspondence, reports, and memos.
· Word process complex materials, editing for grammar and content. Proofread completed documents to check for errors and make corrections.
· Perform computations and routine statistical analysis regarding budgets, grants, financial processes and government reports.
· Excellent oral and written communication skills. Facilitate communication at all levels with sound judgment and skill.
· Coordinate supervisor’s and department schedules and make appointments.
· Arrange and coordinate travel schedules and reservations.
· Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, and record notes/minutes of meetings.
· Prepare and monitor budgets and reports, including allocations and requisitions.
· Make copies of correspondence or other printed materials.
· Prepare outgoing mail and correspondence, including e-mail and faxes.
· Order and maintain supplies, and arrange for equipment maintenance.
· Attend meetings as needed. Take minutes/notes as necessary/assigned.
· Serve on campus committees as needed.
· File, or code and arrange filing of, completed documents as well as purge files in accordance with statutory governmental regulations and/or college guidelines. Maintain filing system.
· Regular attendance is expected.
· Using tact and courtesy, the ability to establish and maintain effective relationships with persons contacted in the course of work.
Specific Duties and Responsibilities
· Build Student Development course schedules for the academic year.
· Prepare Pay Processing Forms and other paperwork for STU faculty.
· Assist with Tech Connect Sessions (check-in process, data collection, confirming student’s registration and attendance, etc)
· Assist with the scheduling and event planning of various departmental events (New Student Welcome, Workshops, etc)
· Monitor and track targeted student population appointments using the Colleague System to access student data as applicable.
· Work with and train Peer Mentor student employees to meet departmental needs
· Align departmental messaging and communication to all customers to include brochures, flyers, handbooks, and website pages.
· Create department reports to track student success, retention and completion rates for targeted populations.
· Support supervisor in researching best practices for providing effective and sustainable student support programs/services.
· Demonstrate cultural awareness, sensitivity, and knowledge in performance of assigned duties.
· Effectively monitor and guide services for all prospective customers looking for resource information or services. (students, faculty, staff, community members)
· Knowledge of issues relating to historically underrepresented communities and demonstrated effectiveness in promoting respect and appreciation for diversity and inclusion among students and staff.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 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
Associate’s 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. Windows, Microsoft Word, Excel (spreadsheet design and entry), database entry, Web page maintenance and ability to learn the college’s administrative software system. Fluency in Spanish is highly desirable.
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:
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.
Department: First Year Experience Office (FEX)
Division: Advising and Retention (ANR)
Employee Status: Continuous Part-time (up to 25 hours per week)
Type: Support Staff Association (SSA-Union)
Grade: 8 Salary: $18.50 hourly
Business Hours: Monday - Friday, 8 am - 5 pm
FSLA: Non-exempt
_____________________________________________________
Reporting Relationships
Reports to: Manager of the First Year Experience Office
Supervision Exercised: Supervision may be exercised over student workers.
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. 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. Related duties may be assigned.
· Proficient in using all methods of telecommunications.
· Read and route incoming mail. Locate and attach appropriate files for correspondence to be answered by employer.
· Utilize comprehensive knowledge of all activities of college and office, and facilitate others, as appropriate.
· Resolve inquiries, refer to appropriate departments and provide resource materials; maintain accurate knowledge of college-wide resources in order to respond to questions for both internal and external customers.
· Independently prepare correspondence, reports, and memos.
· Word process complex materials, editing for grammar and content. Proofread completed documents to check for errors and make corrections.
· Perform computations and routine statistical analysis regarding budgets, grants, financial processes and government reports.
· Excellent oral and written communication skills. Facilitate communication at all levels with sound judgment and skill.
· Coordinate supervisor’s and department schedules and make appointments.
· Arrange and coordinate travel schedules and reservations.
· Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, and record notes/minutes of meetings.
· Prepare and monitor budgets and reports, including allocations and requisitions.
· Make copies of correspondence or other printed materials.
· Prepare outgoing mail and correspondence, including e-mail and faxes.
· Order and maintain supplies, and arrange for equipment maintenance.
· Attend meetings as needed. Take minutes/notes as necessary/assigned.
· Serve on campus committees as needed.
· File, or code and arrange filing of, completed documents as well as purge files in accordance with statutory governmental regulations and/or college guidelines. Maintain filing system.
· Regular attendance is expected.
· Using tact and courtesy, the ability to establish and maintain effective relationships with persons contacted in the course of work.
Specific Duties and Responsibilities
· Build Student Development course schedules for the academic year.
· Prepare Pay Processing Forms and other paperwork for STU faculty.
· Assist with Tech Connect Sessions (check-in process, data collection, confirming student’s registration and attendance, etc)
· Assist with the scheduling and event planning of various departmental events (New Student Welcome, Workshops, etc)
· Monitor and track targeted student population appointments using the Colleague System to access student data as applicable.
· Work with and train Peer Mentor student employees to meet departmental needs
· Align departmental messaging and communication to all customers to include brochures, flyers, handbooks, and website pages.
· Create department reports to track student success, retention and completion rates for targeted populations.
· Support supervisor in researching best practices for providing effective and sustainable student support programs/services.
· Demonstrate cultural awareness, sensitivity, and knowledge in performance of assigned duties.
· Effectively monitor and guide services for all prospective customers looking for resource information or services. (students, faculty, staff, community members)
· Knowledge of issues relating to historically underrepresented communities and demonstrated effectiveness in promoting respect and appreciation for diversity and inclusion among students and staff.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 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
Associate’s 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. Windows, Microsoft Word, Excel (spreadsheet design and entry), database entry, Web page maintenance and ability to learn the college’s administrative software system. Fluency in Spanish is highly desirable.
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:
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.
