Administrative Assistant II, Student Services

Reporting Authority:
Dean of Students Job Description

General Function: The Administrative Assistant II, to the Dean of Students is responsible for assisting in all aspects of general office administration and clerical duties. This position serves as an initial point of contact for the office through phone calls, emails, and campus visits. This role maintains budgetary records of the area and provides professional and efficient administrative support throughout the Division.

• Conveys College related information to students in a timely manner as requested by College officials.
• Serves as initial contact for the Office of the Dean of Students.
• Prepares and distributes correspondence in the Office ofthe Dean of Students to include: letters, memos, reports, contracts, routing incoming and outgoing mail, etc.
• Supervises student workers.
• Prepares and process personnel leave forms.
• Assists with new student orientation and the registration process.
• Assists with the development of programs such as Homecoming, Honors Day Convocation, Graduation, Black History, etc.
• Assists with scheduling the College bus for student related activities.
• Assists with the upkeep and reservations of the theater in the Student Center.
• Assists with the coordinating the ADA Program for the College.
• Assists in the maintenance of the budget for Student Development Services.
• Prepares and verify the Dean of Students travel and expense reports.
• Makes travel and hotel arrangements for the Dean of Students.
• Assists with the preparation and submission of reports, publications, and other documents such as the Student Handbook, ADA Manual, student programs, Enrollment Plan, posters, and flyers.
• Makes arrangements for meetings, conferences, and interviews for the Dean of Students.
• Reviews incoming correspondences and reports for the Dean of Students' signature.
• Schedules appointments and maintain the calendar for the Dean of Students.
• Coordinates and assist in the preparation of forms, proposals, and reports for agencies such as the Alabama Community College System (ACCS), and Southern Association of Colleges and Schools Commission on Colleges (SACSCOC).
• Follows-up to make sure such reports are progressing in a timely manner.
• Performs general clerical duties to include: typing, filing, answering phone, ordering supplies, etc.
• Assists with the coordination of various functions and activities in the Division of Student Development Services.
• Responsible for incoming mail maintenance.
• Serves on College committees as assigned by the President.
• Complies with all policies and procedures established by the college and/or the Alabama Community College System.
• Performs other duties as assigned by the Dean of Students and/or President.

Salary: ACCS Salary Schedule- E3-04

• Associate degree in Business, Office Administration or related field.
• Three (3) years of full-time clerical experience required.
• Experience working with the BANNER system preferred.

• Proficient in use of the Microsoft Office Suite, specifically, Word, Excel, and PowerPoint.
• Ability to operate office machines and equipment, including personal computers, keyboards, multi-line phone systems, copy machines, printers, and fax machines.
• Excellent oral, written, and interpersonal skills.
• Ability to interact with the general public in a courteous and helpful manner.
• Ability to assemble, organize, and prepare data for records and reports.
• Ability to organize and maintain records.
• Ability to plan, organize, and complete work to meet established deadlines.
• Strong interpersonal skills and work ethic.
• Superior English language skills to correspond both verbally and in writing, using good grammar, spelling, punctuation, and structure.