Clerk IV- Academic Advising Office

Position: Clerk IV- Academic Advising Office - Quinsigamond Community College
Job Description:

General Statement

Provides direction and supervision of all work functions and staff related to the front desk operations of the Advising Office. Implements, evaluates, and updates the Front Desk Operations/Improvement manuals. Performs secretarial duties of considerable complexities in a fast-paced, customer service-oriented work setting. This position requires a high degree of decision-making, leadership, and thorough knowledge of advising and other college functions.

Supervision Received

Reports to Executive Director of Advising, Testing, Career, and Transfer Services

Supervision Exercised

All part-time and full-time clerical staff.

Duties and Responsibilities

* Implement all aspects of Front Desk operations for the Advising Office and continuously assess processes, procedures, and information and revise accordingly.

* Ensure and role model a high quality of customer service delivery, including the dissemination of accurate information to all parties, including students, staff, and community members.

* Provide information to the public via telephone, e-mail, or in person where knowledge of procedures, policies, rules, and campus-wide office functions are essential.

* Responsible for answering advising calls and ensuring that all advising voicemails are responded to in a timely manner.

* Provide leadership, direction, and training to all front desk staff to ensure a smooth operation of all front desk tasks. Ensure that all clerical support staff are well informed of and carry out the objectives and policies of the Advising Office.

* Support and participate in the selection, training, evaluation, and orientation of clerical support staff.

* Establish and maintain close working relationships with all departments of the college.

* Allocate work assignments for clerical support staff.

* Responsible for attendance reporting for assigned 03 employees.

* Manage electronic appointment calendars, ensuring they are accurate and up to date.

* Respond to advising emails, phone calls and inquiries pertaining to making, cancelling or rescheduling appointments.

* Oversee functions and tasks associated with set up of events including room reservations, identification of required supplies, development of support staff coverage schedule, preparation of advising materials.

* Schedule, book and take minutes of advising staff meetings, Roadshows and professional development meetings.

* Assist in the creation of master part-time advisor schedules and office assignments.

* Assist with onboarding of new staff to office technology, organizational procedures and QCC acclimation.

* Assist Executive Director in tracking appointment and office traffic data

* Participate in various committees as needed related to communications and front-line information.

* Assist with functions associated with student staff working within the Advising Office

* Exercise sound independent judgment and coordinate staff in absence of immediate supervisor or in response to emergency situations.

* Actively support the teaching and learning process; practice honesty and integrity in and out of the classroom; strive to create and support a student-centered environment while fostering academic innovation and excellence.

* Work actively with other areas of the college to ensure a spirit of college wide collaboration, collegiality, civility, and teamwork. Respect the function of dissent in an academic institution while advancing a collegial atmosphere of campus collaboration.

* Embrace the ideals of diversity and inclusiveness and support the equal rights of all people by advancing the understanding and appreciation of differences including age, race, gender, ability, religious convictions, socio-economic status, ethnic heritage, or sexual orientation.

* Provide flexible, responsive and high-quality service to all, be they students, community, or staff, and continuously assess processes and procedures and revise accordingly.

* Performs other duties as assigned.

Requirements:

Minimum Qualifications

.Applicants must have at least (A) two years of full time experience or equivalent part time experience in office work, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

1.Applicants must have at least (A) two years of full time experience or equivalent part time experience in office work, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

* A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience.

* A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of Massachusetts high school equivalency certificate may be substituted for maximum of eight months of the required experience.
* * A diploma for completion of a…