Administrative Assistant

Description

Summary:
To perform a variety of responsible and confidential administrative, secretarial, and clerical duties in support of a Dean or Associate Dean; to research and compile data for various reports; and to provide information and assistance to faculty, staff, students, and the public.
Supervision exercised and received
Receives general supervision from upper level management staff.
May exercise supervision as appropriate.

Examples of Duties

Participate in the maintenance of regular and confidential departmental files, charts, reports, records, and other data; gather and compile the required information as necessary; sort and file documents and records according to standard policies and procedures; input various information into computer; download, print, sort, and file materials as appropriate.
Screen office and telephone calls; respond to sensitive complaints and requests for information from the general public, business and industry, students, faculty, and staff; resolve concerns and complaints; refer inquiries as appropriate.
Greet and assist visitors; answer questions in a courteous manner; provide information within area of assignment.
Prepare, type, word process, and proofread a variety of documents including syllabi, tests, letters, general correspondence, agendas, travel reimbursement forms, course outlines, reports, contracts, course packets, memoranda, and statistical charts from rough draft, dictaphone, or verbal instruction; obtain signatures for contracts; copy, fax, and distribute documents as appropriate; take and prepare minutes for various committees as assigned.
Assist in the student registration process; key and input student schedules during registration.
Operate a variety of office equipment including a phone system, copiers, facsimile machines, and computers; input and retrieve data and text; utilize various computer software programs.
Independently compose, type, review, and proofread a wide variety of complex and confidential reports, letters, memoranda, and statistical charts.
Maintain a calendar of activities, meetings, and various events for assigned supervisor; coordinate activities with other campus departments, the public, and outside agencies; schedule tests, appointments, etc. as needed; make travel arrangements for campus managers and faculty; maintain records of travel vouchers, check requests, purchase orders, and requisitions.
Compile, prepare, distribute, and collect curriculum reports and general course work information; compile quarterly class schedules; prepare correspondence to book publishers, students, and instructors.
Order and maintain office supply inventory; process requisitions to purchase equipment and supplies; submit purchase orders for payment; may pick up supplies as requested.
OTHER IMPORTANT DUTIES AND RESPONSIBILITIES
May serve as a notary public; notarize documents as requested.
Provide information and forms to the public as needed; apply departmental policies and procedures in determining completeness of applications, forms, records, and reports.
May take and transcribe dictation as assigned; verify and review reports for completeness and conformance with established policies and procedures.
Coordinate and assist with department workshops; make logistical support arrangements including meeting room reservations, catering, registration, handouts, and name-tags, clean-up, and member services.
Provide staff support on a variety of boards and committees; prepare agendas and materials; may act as recorder as needed.
Receive, open, sort, and distribute mail.
Open and secure classrooms and laboratories.
Prepare bulk-mailings and payroll calculations.
Perform other duties as assigned.

Qualifications

Experience:
Three years of increasingly responsible secretarial and administrative experience.
Education:
Equivalent to the completion of the twelfth grade supplemented by specialized secretarial training and college level course work in business administration, computer science, or a related field.
Knowledge of:
Operations, services, and activities of assigned department.
Principles of business letter writing and basic report preparation techniques.
Telephone etiquette and operations.
Fundamental principles and procedures of record keeping and accounting.
Modern office procedures, methods, and computer equipment.
English usage, spelling, grammar, and punctuation.
Alpha and numerical filing systems.
College registration procedures.
Ability to:
Understand the organization and operation of the CVCC campus as neces¬sary to assume assigned responsibili¬ties.
Perform clerical work including maintenance of appropriate records and compiling information for reports.
Work independently in the absence of supervision.
Type or word process at a speed necessary for successful job performance.
Operate a variety of office machines including a computer.
Perform routine mathematical calculations.
Tactfully respond to requests and inquiries from the general public.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Supplemental Information

All advertised positions are contingent upon available funding.
All employees are paid by direct deposit only.