Administrative Program Assistant; I.T., Operations, Security Departments, and Bookstore

POSITION SUMMARY

The Administrative Program Assistant provides comprehensive administrative and program support to the areas of Information Technology (I.T.), Operations, Security, and the Bookstore. This position assists in the development, organization, coordination, and implementation of activities and services that support the mission, goals, and strategic priorities of the College.

Appropriate placement on Alabama Community College System Board of Trustees

Salary Schedule E3, Grade 04

Salary Range $41,349 - $59,541 (12 months, Non-Exempt)

Salary step placement is based on experience per Drake State’s practice for awarding salary step credit

Work Hours:

8:00 am - 5:30 pm Monday - Thursday and 8:00 am - 12:00 pm Friday

The Administrative Program Assistant shall perform the duties as specified in conformity with policies established by the Alabama Community College System Board of Trustees and the J.F. Drake State Community and Technical College Faculty and Staff Handbook.

• Provide clerical support for the Director of IT Services, Director of Operations, and the Chief of Police
• Provide support for the bookstore- ordering, stocking, and tracking merchandise
• Receive and handle communications, including electronic communications, correspondence, and telephone calls

• Manage affairs in the assigned office(s) in an effective and professional manner
• Manage the campus access system
• Organize and track campus assets
• Manage the campus fleet (Check in and out, schedule cleaning and/or maintenance)
• Complete all forms and processes to support facilities expansion
• Support efforts to secure quotes, vendor registrations and other processes as needed.
• Compose letters, memorandums, and other correspondence
• Schedule and arrange all appointments, meetings and travel plans
• Maintain a comprehensive filing system of all student files
• Ensure files are scanned in the BDMS system
• File and maintain documents of a confidential nature
• Work effectively with Banner processes
• Serve on college committees as requested
• Assist the assigned office(s) in implementing strategies to ensure accuracy, quality, and effectiveness in data collection, evaluation, and dissemination

• Assist with ensuring accountability and control of College assets
• Order, organize, and maintain equipment and supplies
• Oversee campus delivery of packages, equipment, etc.
• Retain and submit documentation as requested to support accreditation efforts
• Perform other work-related responsibilities as assigned by the Dean of Students, Director of IT Services, Director of Operations, the Chief of Police, and/or President

Job description may be modified or altered at any time by management.

• Minimum of an earned Associate’s degree from a regionally accredited institution or three (3) years of full-time secretarial or related administrative experience
• Excellent computer skills
• Excellent oral, auditory, and written communication skills
• Excellent organizational skills
• Ability to handle multiple tasks
• Ability to proofread work for accuracy
• Ability to establish and maintain effective working relationships with students, other employees, and the public
• Knowledge of advanced word processing, spreadsheet, database software, and other current computer software applications
• Ability to maintain confidentiality of office information
• Ability to lift 30 lbs. on an infrequent basis
• Ability to stand for prolonged period of time
• Ability to organize work-space

• Experience working with Banner
• Experience working with a budget management

• An understanding of and a commitment to the philosophy and mission of a community and technical college
• A sensitivity and commitment to cultural diversity
• Ability to handle various situations in a calm and professional manner
• Abi…