Administrative Assistant - Community Engagement

Position Summary

The Administrative Assistant is responsible for providing responsible for providing high level organizational and administrative support to the Executive Dean of Community Engagement and division staff, including preparing all academic schedules and room reservations and assisting with alumni requiring the application of specialized technical/administrative knowledge and exercise of initiative, independent judgement and decision making.

As defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills, and other characteristics. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.

This job posting is open until filled. Applications are reviewed upon receipt.

Cochise College requires a post-offer, pre-employment background screening of all employees.

Provides high level organizational and administrative support to the Executive Dean of Community Engagement and division staff, managing projects, preparing reports, correspondence, and calendaring events, activities, and meetings.

Performs exceptional customer services for students, employees, and the public by serving as division receptionist; prepares, receives and distributes letters, memoranda and other correspondence; logs, tracks and distributes documents processed by the division.

Gathers and maintains information concerning alumni, faculty assignments, current courses and the academic calendar to create academic schedules for two college campuses and five centers working under a strict timeline with Banner and Coursedog.

Serves as the point of contact for room reservations at the college using problem solving skills when conflicts arise; assists with event planning, set ups, and breakdowns as needed.

Provides clerical and organizational support to departmental staff through maintenance and tracking of information, performing data entry and verification, processing mail and correspondence, compiling periodic reports, maintaining a calendar of departmental activities, performing routing, copying and filing, maintaining office supply inventory, etc.

Maintains fiscal records supprt for the division; processes purchase and travel requisitions, purchase orders, invoices, travel vouchers, etc. and reconciliation of budgets, investigates vendor issues as needed; reconciles and files purchase card transactions.

Serves as a recorder for division meetings, communicates with committee members, prepares documents, takes minutes, and reserves rooms.

Performs other related duties as assigned.

Employees are expected to accomplish assigned duties in an efficient, effective and competent manner and to strive for improvement and excellence in all work performed. Additionally, employees must understand the comprehensive role of the community college, cooperate and work harmoniously with students, faculty and staff, and the public. Employees will follow all college policies, rules, regulations and guidelines as they relate to this position.

Associate’s degree from an institution accredited by an institutional accrediting body of higher learning recognized by the US Department of Education.

Four years progressively responsible experience in an office setting.

Preference may be given to individuals who are bilingual and possess the ability to communicate in Spanish and English, verbally and in writing.

An equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been achieved may be considered.

Knowledge of and ability to follow college policies and procedures.

Knowledge of current technologies and word processing, database, presentation, and spreadsheet software, specifically Microsoft Office applications, Banner, Anthology, and Coursedog.

Knowledge of the general proper operation of and the ability to use personal computers and standard office equipment.

Ability to communicate effectively, verbally and in writing; and to relate…