Assistant III, Administrative

Assistant III, Administrative

Job Description

Summary:

This position provides comprehensive administrative and operational support for Continuing Education programs within the Public and Social Services (PSS) departments at Austin Community College. The role is responsible for coordinating course schedules, managing communications, and supporting events and outreach efforts to promote program offerings to students and the community. Key duties include maintaining student records, attendance logs, compiling data and generating reports, assisting with budget tracking and procurement processes, and performing a range of clerical tasks such as ordering supplies and processing correspondence.

The position also contributes to marketing efforts by creating promotional materials and updating webpages or social media, while delivering high‑quality customer service and collaborating with faculty, staff, and leadership to resolve inquiries and support program operations.

Job Description:

• Performs administrative duties in support of faculty, staff, and/or students for the PSS departments offering Continuing Education courses, such as answering correspondence, processing and prioritizing program‑specific communications, arranging conference calls, and coordinating the PSS’s CE program course schedule.
• Communicates PSS CE departmental program information and supports orientation, site‑based sessions, and Austin Community College community events to raise awareness of PSS CE program offerings.
• Performs clerical duties including correspondence, ordering supplies and equipment, maintaining records, processing mail, and duplication.
• Compiles and enters data, creates specialized reports and documents; maintains student records, attendance logs, and budget tracking systems that comply with state licensing regulations; posts grades, manages course notices, processes CE registration and tuition billing, files and updates agency agreements, and creates certificates of completion.
• Designs and produces handouts, fliers, electronic newsletters, brochures, manuals or other marketing documents; maintains webpages and/or uses social media to promote PSS departmental program offerings.
• Responds to inquiries in a timely manner, collaborates with the dean, staff, directors, and/or faculty to resolve issues from students, employees, and the public.
• Supports the maintenance of calendars and appointments, scheduling meetings and events, arranging location and equipment, typing minutes, and preparing information packets.
• Monitors budget figures, prepares requisitions, maintains budget sheets, and assists in departmental procurement processes in the Workday system.
• May be assigned responsibility for special projects and/or other duties.
• May oversee the workflow of others, as appropriate.

• Office procedures and practices.
• Customer service techniques.
• Working knowledge of bookkeeping procedures.
• Knowledge and understanding of underserved groups.

• Preparing and processing purchase orders and/or other purchasing liaison skills such as procurement card (P‑Card) reconciliation, preparing requisitions, etc.
• Managing the budget within the assigned department(s).
• Maintaining an established work schedule.
• Effectively using interpersonal and communications skills.
• Effectively using organizational and planning skills with attention to detail and follow‑through.
• Entering data, maintaining files, and performing other clerical duties.
• Maintaining confidentiality of work‑related information and materials.
• Establishing and maintaining effective internal and external relationships.
• Effective customer‑orientation when working with a multicultural population.
• Using a variety of spreadsheet, word processing, database, and presentation software.
• May also use social media, work with desktop publishing, and update webpages.

• Two years related work experience.

• High school diploma or educational equivalent.

• Familiarity with serving multicultural populations.

• Work is performed in a standard office environment.
• Subject to standing, walking,…