Admin Asst, Learning Supt

SE0882.00000

Admin Asst, Learning Supt

Staff

Full-Time

Staff (ed. support)

Responsible for ensuring that the campus department of Learning Support operates effectively, efficiently and professionally by assisting the Campus Dean of Learning Support. Serves as the office manager for faculty, staff and students trouble shooting various issues, concerns and requests. Acts as a liaison between faculty, staff and the Dean. Manages project timelines, activities and communication to staff. Exercises initiative, independent judgment, and discretion in carrying out assignments.

1619

Non-Exempt

S2277P

Orlando, FL 32825 - East Campus

Orlando, FL 32825 - East Campus

1

01/19/2024

02/01/2024

No

https://valenciacollege.peopleadmin.com/postings/33946

$33, 176 yearly

1. Assist and support the operations related to the Campus Dean of Learning Support including but not limited to: maintaining a wide range of records for students, faculty, programs & activities; maintaining calendars and schedules in conjunction with deadlines; and carrying out a variety of tasks related to committee work & regular activities of the dept.

2. Assists the Dean and Department Coordinator with enrollment planning for Student Life Skills course offerings on the campus in line with the college-wide strategy. Supports college-wide collaboration among deans of learning support to ensure scheduling & program alignment.

3. Communicates & collaborates with other academic divisions to ensure strategic room scheduling, facilities utilization, & documentation processing.

4. Assists in functions related to developing a strategic direction for college learning support and library services on the campus.

5. Supports Campus Dean (may also support Division Managers and Department Heads) in managing departmental budgets. May develop and monitor expenditures and equipment expenditure plans. May serve as the division-wide purchasing agent for all expenditures of the dean, staff, and faculty, to include processing front-line budget documents related to requisitions and other reports detailing expenditures and travel arrangements to include calculation of mileage and expenses for reimbursements. May serve as a purchasing card holder for the division and process PCard documents.

6. Assists the Campus Dean with writing assignments related to Learning Support including maintaining appointment calendars, preparing routine correspondence, carrying out research assignments and responding to regular and unusual situations that occur within the Division of Learning Support.

7. Coordinates, initiates, prepares, processes, and/or monitors 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 or College personnel, students, and/or individuals outside of the College.

8. Organizes, coordinates, and implements various department and external community partner activities/events, including arranging for all necessary facilities, staffing, scheduling, advertising/promotion, etc.

9. Develop various written documents related to assigned functions, such as procedural manuals, instructional materials, etc.

10. Plans, prepares, and participate in key departmental planning activities related to assigned functions with a focus on: compiling background information, analyzing data from a variety of sources, drafting outlines, procedures, schedules, forms, promotional material; etc.

11. Prepares a variety of routine scheduled and special reports related to assigned functions involving background research, student enrollment reports, and compiling and analyzing of data from a variety of sources, etc.

12. Serves as intake liaison for Campus Dean of Learning Support with students, faculty, staff, vendors, and/or other key department constituency. Presents information on department programs. Explains, interprets and enforces standard policies and procedures, processes special requests, etc.

13. May provide student support in various areas (e.g. preparing and processing course substitution forms, pulling degree audits, scheduling, and addressing all student inquiries and concerns).

14. Assists with regular clerical duties for senior department staff or administrators to include answering phones and carrying out standard reception tasks; types/prints correspondence, reports, etc.; orders office supplies; maintains appointment calendars; etc.

15. May supervise assigned personnel such as part-time support staff, work-study student employees and interns.

16. May support faculty and staff hiring, contract development, on-boarding, and payment processing.

17. Performs other duties as assigned.

Not Applicable

High school diploma or general education degree (GED).

Relevant work experience may be substitutable.

Associate’s degree from a regionally accredited institution.

Advanced administrative professional training.
Progressively responsible experience involving staff assistance and advanced administrative professional work which demonstrates ability to work without close supervision.

Knowledge of basic office practices.
Advanced Banner or similar software system knowledge to ensure accurate record keeping for faculty, students, and staff. Diverse knowledge of the various Banner or similar software screens related to student information (i.e. enrollment, course loads, registration status), and finance screens.
Skill in the use of personal computers, general office software such as Microsoft Office, and specialized office equipment.
Ability to take meeting minutes.
Ability to accurately prepare and edit a variety of documents, including reports and spreadsheets.
Ability to collaborate and communicate clearly and effectively, both orally and in writing with all levels of administration, faculty, staff and students.
Ability to establish and maintain effective working relationships with employees and the public.
Ability to organize work, prioritize changing needs, follow through on multiple projects, and make decisions within time constraints.
Ability to maintain departmental budget reports and documentation.
Ability to work effectively in a diverse community and meet the needs of diverse student populations.
Skill in discernment and the ability to maintain confidentiality with assignments, documents, discussions, situations, and projects of a sensitive nature.
Ability to work in a high traffic, high demand office setting while maintaining professionalism and practicing sound decision-making.

This job primarily operates in a professional office environment. The employee will routinely operate standard office equipment including but not limited to computers, keyboards, mouse, phones, photocopiers, printers, scanners, filing cabinets and fax machines. While performing the duties of this job, the noise level in the work environment is usually quiet to moderate.
Typical physical competencies include but are not limited to frequently remaining stationary, moving, reaching, positioning self and occasionally ascending/descending, lifting/moving objects weighing between 5-15 pounds. This job also entails frequently communicating, discerning and exchanging information, detecting and perceiving objects up close, at a distance, and the ability to adjust focus. Cognitive abilities include but are not limited to frequently using discretion, judgment, reasoning, memory, learning, maintaining confidentiality, comprehension, problem solving, and decision-making.
The typical work environment, physical and cognitive demands listed above are representative of those that must be met by an employee to successfully perform the essential functions of this job. The College has a process to identify and make available reasonable accommodations to enable individuals with disabilities to perform the essential functions.