Administrative Assistant - Behavioral Sciences

Description

Clark College is currently accepting applications for a full-time, permanent classified Administrative Assistant 3 (AA3). This position provides administrative and general office support to students and faculty in the Social Sciences division, Behavioral Sciences division, and the Bachelor of Applied Science in Human Services and Bachelor of Applied Science in Teacher Education programs, ensuring consistent division, program, and unit-wide operations. The AA3 serves as point of contact and a resource to faculty, students, staff, and the community with information on the departments and programs within the Social and Behavioral Sciences divisions.

This position reports directly to the Social Sciences and Fine Arts (SOFA) Unit Operations Manager. The hybrid work schedule is Monday - Thursday 8:00am - 5:00pm on campus, Fridays remote. The hybrid schedule is subject to change based on the needs of the college.

At Clark, we value equity, diversity, and inclusion. We are committed to growing, learning, and supporting our employees.

JOB DUTIES AND RESPONSIBILITIES:

• In support of the Behavioral and Social Sciences divisions, act as liaison between the following college departments;
  Facilities, Bookstore, Security, Business Services, Environmental Health and Safety, Com Mark, Office of People and Culture, Information Technology, Library, Teaching and Learning Center, eLearning, Tutoring Services, Office of Instruction, Academic Services, and Student Affairs including Enrollment Services, Registration, Financial Aid, Advising, Entry Services, Workforce Education, Veterans Resource Center, Disability Access Center, and Counseling Health Center.
• Evaluate costs and/or purchases for equipment, supplies, faculty development, travel, and estimate needs for supplies, equipment, and projects.
• Maintain, monitor, reconcile and initiate corrections for the department budgets as well as any specified dedicated fee and foundation accounts, assign appropriate budget accounts, initiate transfers as appropriate.
• Assist division chairs with orientation and training of new faculty, work with new adjunct faculty to setup email, voicemail, keys, copier set-up, computer requirements and other necessary paperwork.
• Initiate bookstore orders, purchase requests, Foundation check requests, invoice vouchers, work order requests, key requests, personnel action forms, special assignment agreements, travel requests and travel expense vouchers using electronic and manual processes; assist faculty with travel and purchasing procedures.
• Manage division, department, and program email distribution lists; update as needed including OU Campus web support for division, department, and program sites, maintain and upload reports to individual website for Behavioral Sciences and Social Sciences divisions.
• Calendar management, schedule and arrange meetings, coordinate travel including identifying registration costs, meals, transportation, mileage, hotel, per diem as well as any other miscellaneous cost related to travel.
• Facilitate orientation and training of new faculty, assist as needed regarding class schedule planning, maintain accurate student files for program applications and selected students, and provide support to students selected into the program.
• Serve as administrator of the SOFA Evaluation
  
  KIT process, build quarterly project for student evaluations of unit faculty, compile and input data, monitor response rates, download reports upon project completion, and distribute report summaries in accordance with established schedule and save results per established unit procedures and forward on to division chair as appropriate maintaining confidentiality.
• Prepare and process documents and ctcLink requests such as purchasing, requisitions, travel requests expense vouchers, and faculty leave forms.
• Provide office reception, respond to inquiries, and make referrals; furnish clear and accurate information on college policies and procedures.
• Provide support for the College's Honor's Program. Coordinate with unit dean to update honors spreadsheet, create Change of Registration forms, fill out PAFs for stipends, etc.
• Perform related duties as required.

POSITION REQUIREMENTS AND

COMPETENCIES:

Candidates will be evaluated based on application materials, including the supplemental questions and personal interview(s), and will be required to demonstrate competencies in the following areas:

• High school graduation or equivalent.
• Two (2) years of increasingly responsible office experience.
• Proficient in using Microsoft Office Suite, including MS Word, Excel, Outlook, and SharePoint.
• Provide excellent customer service that consistently meets or exceeds the needs of students, colleagues, and the community. This includes building and maintaining internal and external customer satisfaction with the services offered by the college.

JOB READINESS/

WORKING CONDITIONS:

• Ability to effectively build and maintain strong…