Staff Assistant

Location: Randolph Center

STAFF ASSISTANT

Bargaining Unit: VSC Staff Federation

FLSA:
Non-Exempt

GRADE: 9

BASIC FUNCTION

To coordinate and carry out a variety of key administrative support functions of a College division, department or program.

CHARACTERISTIC DUTIES & RESPONSIBILITIES

* Provide general administrative support to school administration, faculty and students.

* Plan, coordinate and carry out all daily activities/operations related to assigned administrative functions.

* Process incoming maintenance work requests, and radio dispatch proper personnel as required to address urgent requests.

* Process all facilities related invoices for approval.

* Handle inquires including walk-ins and phone calls; greet and direct visitors including at open house functions, with a positive, friendly and cooperative customer service attitude.

* Accept delivery of all incoming packages, sort and distribute mail.

* Maintain office supply inventory and order supplies as needed. Work with facilities department to assure building and equipment are in good condition and properly maintained - complete work orders when necessary.

* Assist in department budget planning. Monitor expenditures and process budget documents.

* Assist in designing, implementing, and maintaining departmental filling, record-keeping and reporting systems.

* Assist in campus event scheduling, coordination, and associated billing procedures.

* Coordinate, initiate, prepare, process and/or monitor a variety of forms, records, schedules, reports, and other documents related to assigned administrative functions, ensuring timely and accurate completion/review of documents by department/College personnel, students, parents, and/or individuals outside of the College.

* Organize and coordinate various department activities and events, including, but not limited to, arranging for all necessary facilities, staffing, scheduling, and advertising/promotion.

* Develop (write, design, draft, edit, etc.) various documents related to assigned functions, such as policy and procedure manuals, instructional materials, and the like. Assist with department website maintenance.

* Participate in key departmental planning activities related to assigned functions, with a focus on: compiling background information/data needed for planning purposes - drafting outlines, policies, procedures, forms, and related instructional/promotional material; coordinate the implementation of new program plans or operating policies, procedures, and schedules.

* Plan and prepare a variety of regular and special reports related to assigned functions, involving background research, compiling and analysis of data from a variety of sources.

* Serve as liaison with students, faculty, staff, parents, Trustees, alumni, vendors, and/or other key internal and/or external department constituency; present information on

department programs; explain, interpret and enforce standard policies and procedures; process special requests; discuss, investigate and resolve problems, referring to supervisor and advising on appropriate action to be taken as necessary.

* Perform other specialized/technical tasks related to assigned functions.

* Train and supervise the daily activities of assigned student workers.

* Perform other duties as assigned.

SUPERVISON RECEIVED

Minimal supervision is received from a senior administrator or department director.

SUPERVISION EXERCISED

Administrative and functional supervision of student workers.

MINIMUM QUALIFICATIONS

Associates degree, plus three to five years of relevant experience or a combination of education and experience from which comparable knowledge and skills are acquired.

* Proficiency in the use of Microsoft Office Suite, especially Word, Outlook and Excel.

* Demonstrated experience with a full range of moderate to complex clerical work assignments involving the use of judgment and discretion.

* General working knowledge of applicable higher education infrastructure, policies and procedures. Thorough knowledge of office management methods, procedures and practices.

* Good planning, organizational, administrative, and analytical skills to ensure multiple deadlines are met.

* Ability to work with confidential…