Administrative Assistant, College and Career Readiness

Administrative Assistant, College and Career Readiness

Position Information

Job Title

Job Title Administrative Assistant, College and Career Readiness

Posting Number

Posting Number 2884

Job Schedule

Job Schedule Full Time

Job Shift

Job Shift Varied

OCR Code / Classification

OCR Code / Classification 4 - Clerical - Secretarial

Min Salary $37,521

Max Salary $46,902

Work Location

Work Location Main Campus

Position Summary Information

Job Description Summary

The Administrative Assistant for College and Career Readiness ( CCR ) will be a member of a team that supports student achievement and success from recruitment through graduation and beyond advancing equitable economic mobility, personal empowerment, and transformed communities. The Administrative Assistant for CCR will coordinate all administrative duties and support for the CCR Associate Dean and Program Coordinators. Duties include but are not limited to word processing;

maintaining records; generating reports, spreadsheets, and databases; handling communications; preparing contracts; and assisting with registration and advisement activities. May be required to work a flexible schedule that may include evening hours and occasional work at other sites.

EOE.

Minimum Qualifications

To perform this job successfully, an individual must be able to perform such essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Note:

Degrees and hours must be from a college accredited by a United States Department of Education accepted accrediting agency such as SACSCOC .

• Associate degree or higher.
• Three years of admin support experience.
• Computer skills that include mastery of Microsoft Office Suite. Proficiency in Microsoft Excel, including creating spreadsheets, using formulas and functions, organizing data, and generating basic reports.
• Understand and be committed to the unique nature and role of the College.

Preferred Qualifications

• A minimum of two years of clerical experience in a college community.
• Must enjoy working with people and be personable
• Proven record of excellent customer service.

• Coordinate regular clerical operations of the College and Career Readiness department and classes under Adult Basic Education, Adult High School, High School Equivalency, and English as a Second Language programs.
• Coordinate purchase requisitions, requests for equipment, supplies, equipment repair, field trips, travel, and vehicles.
• Distribute, collect, maintain and/or submit monthly reports, including, but not limited to payroll, time, and effort monthly and semi-annual, attendance reports, student records/class registrations, employment documentation for part-time faculty, class schedules, class cancelations, opening instructional packets, personnel action forms, leave, and course closeouts.
• May assist as back up support for approving leave for part-time faculty and seated positions.
• Review and up-date class schedules.
• Manage incoming and outgoing mail, including sorting and distribution.
• Maintain updated personnel files and assist with instructor evaluations and/or class visitation summaries.
• Handle correspondence of department from Associate Dean and Coordinators.
• Maintain yearly CCR calendar, including due dates, snow days, closeouts/IA due dates, special workdays, meetings, and appointments.
• Coordinate and schedule interviews and assist in the process of hiring new part-time faculty.
• Assist in the orientation of part-time faculty and student assistants.
• Perform routine and divisional secretarial duties including minutes of CCR meetings, and sending out memos, notices, and/or student verification letters from outside agencies.
• Act as a clearing house for all requests for information on the department, including instructors, classes, special events, office hours, schedule changes, and class schedules.
• Manage office supply inventory and coordinate the purchase of supplies as needed to ensure efficient daily operations.
• Coordinate with instructors, Program Coordinators, Associate Dean, and Customer Service on all class cancellations and additions, room changes, schedule changes, and special events.
• Maintain current files of course descriptions for all course offerings.
• Assume responsibility for maintenance of CCR files relating to curriculum matters including curriculum changes, equipment lists, field trips, advisory committee information, and travel requests.
• Oversee procurement of books and ensure timely renewal of digital platforms and online program subscriptions.
• Promote an attitude of teamwork among staff, instructors, students, and community partnerships.
• Seek to maintain open, clear communication with all internal and external customers.
• Provide guidance to students on graduation eligibility, deadlines, and commencement procedures.
• Perform other secretarial and…