Temporary Position - Administrative Assistant I, Texas Bioscience Institute And Dual Credit

Salary: $31,200.00 Annually
Location : 5701 Airport Road Suite T100 Temple, TX
Job Type: Full-Time (Staff)
Job Number: 00286
Division: Academic Affairs
Department:Texas Bioscience Institute
Opening Date: 02/01/2024
Closing Date: Continuous
FLSA: Non-Exempt
Salary Grade: Classified
Work Schedule: Monday - Thursday 8:00am-6:00pmFriday 8:00am - 12:00pmHours when class is in session:Monday-Thursday 8:00am-5:30pmFriday 9:00am-3:00pmSummer:Monday-Thursday 7:30 am to 6:00 pm with a half-hour lunch.This is an on-site position. Essential duties of the role must be performed in-person, during prescribed work hours.
Position Summary & Essential Duties
The following duties, responsibilities, Knowledge, Skills, and Abilities (KSA's), and physical requirements describe the general nature and level of work being performed. The information listed below is not intended to be construed as a complete listing of all duties, responsibilities, KSAs, and physical requirements required of this position since changes to the position may occur at any time or additional requirements, may be added over time.
SUMMARY:
Under direct supervision of the Dual Credit Coordinator and stationed at the Texas Bioscience Institute, the incumbent will perform various administrative and staff support duties requiring an accompanying range of office skills and knowledge of organizational policies and procedures. Assists and directs students and visitors, TBI campus tours, helps resolve administrative problems, and coordinates with the Dual Credit department and other college staff. Additionally, the incumbent will process internal and external inquiries and liaise with Baylor Scott & White and BSW campus security. Complete, edit, and proofread correspondence reports and prepare various administrative and departmental documents.
Qualifications (Required and Preferred)
Associate's degree or a combination of experience and education that yields the required knowledge, skills, and abilities. Two years general administrative support or office or clerical experience. Work experience in higher education preferred.
Job Duties and Responsibilities
The incumbent:

• Works closely with the Dual Credit department staff and other college staff to organize events, facilitate enrollment, and ensure student success.
• Will coordinate the Texas Biosciences Institute application process by revising application documents, scheduling timelines for submission, and accepting and reviewing applications in collaboration with the Texas Bioscience Staff.
• Develops and maintains data and conducts checks of data to ensure accuracy.
• Establishes, maintains, and updates files (software and hard copy), databases, records, and other documents needed for accurate reporting.
• Provides and/or oversees support activities for the unit by answering telephones, assisting and resolving visitors' problems and inquiries, reviewing and controlling incoming and outgoing correspondence, and following up on operational commitments.
• Schedules appointments and updates calendars; schedules meetings, facilities usage, events, and/or travel arrangements, as required.
• Prepares or assists with the preparation of scheduled or ad hoc statistical and narrative reports.
• Performs basic information gathering.
• Requisitions supplies, printing, maintenance requests and other services as needed by the department. May assist with or stay abreast of departmental budget and advise supervisor of any significant changes.
• Sorts and distributes incoming mail. Prepares outgoing mail.
• Covers the Texas Bioscience Institute front office and monitors front door.
• Performs data entry and updates of student records including applications, degree plans, test scores, waivers, exemptions and holds.
• Submits TBI student attendance to all Independent School Districts weekly.
• Prepares travel request forms and performs other clerical duties to assist department staff.
• Ensures accuracy of documents.
• Maintains confidentiality based upon FERPA requirements.
• Assists in developing course schedules and scheduling room assignments for instructors.
• Conducts research for other applicable course textbooks for Middle College participants.
• Responsible for closing procedures, ensuring students are not left unattended at the Texas Bioscience Institute.
• Responsible for contacting vendors for service calls.
• Assists with Student Preparatory Orientation Training Sessions (SPOTS) Camp.
• Performs other duties, not listed, as needed.

Knowledge Skills and Abilities & Physical Demands
KNOWLEDGE:

• Knowledge of basic accounting procedures.
• Knowledge of business office procedures.
• Knowledge of supplies, equipment, and/or services ordering and inventory control
• Knowledge of departmental accreditation rules and procedures.

SKILLS:

• Skill in using Excel, Word, and Adobe Acrobat.
• Organizing and coordinating skills.
• Skill in the use of operating basic office equipment.
• Receptionist and contemporary Customer Service skills.

ABILITIES:

• Ability to perform simple accounting procedures.
• Ability to communicate effectively, both orally and in writing.
• Ability to oversee calendars and schedule appointments.
• Ability to compose, type, and print business correspondence and memos.
• Ability to understand and follow specific instructions and procedures.
• Ability to read and understand verbal and written instructions.
• Ability to maintain confidentiality of records and information.
• Ability to apply or calculate simple mathematical equations.
• Ability to work and communicate with a diverse population.
• Ability to create, compose, and edit written materials
• Ability to file records using an alphabetical system.

PHYSICAL EFFORT:
Light physical activity that may include lifting, pushing, pulling of objects up to 15 pounds. Must sit for long periods of time. Data entry is required that includes keyboard manipulation, typing speed, and accuracy is mandatory.
WORKING CONDITIONS:
Work is normally performed in an interior/office work environment. Travel between campuses occasionally required.
WORK SCHEDULE:
Monday - Thursday 8:00am-6:00pm
Friday 8:00am - 12:00pm
Hours when class is in session:
Monday-Thursday 8:00am-5:30pm
Friday 9:00am-3:00pm
Summer:
Monday-Thursday 7:30 am to 6:00 pm with a half-hour lunch.
This is an on-site position. Essential duties of the role must be performed in-person, during prescribed work hours.
SUPERVISION:
Dual Credit Coordinator
May occasionally supervise student workers/tutors.
TEMPLE COLLEGE BENEFITS
To enhance the employment opportunity you may be seeking, Temple College offers a competitive array of benefit options to select from, some of which are fully paid for by the college. Listed below is a summary of benefits currently offered for full-time employees. Part-time employees are eligible for specific benefits on a pro-rated basis.
MEDICAL AND OPTIONAL INSURANCE COVERAGE BENEFIT OPTIONS
The Medical and optional insurance coverage benefit options listed below are offered through Temple College by the Employees Retirement System (ERS) of Texas. Please visit ERS at for further information.

• MEDICAL:
  Eligible full-time employees can choose from the following medical programs which begin the first day of the month following the 60th day of employment:
  • HealthSelect of Texas "Blue Cross Blue Shield" (PPO)
  • Consumer Directed HealthSelect "Blue Cross Blue Shield (HSA)

Medical plans include prescription coverage. Employee medical coverage monthly premiums are fully paid for by the college and the college pays for one-half (1/2) of the cost of dependent care coverage monthly premiums.

• OPTIONAL BENEFITS:

Dental (PPO and HMO), Vision, Optional Term Life Insurance, Voluntary Accidental Death and Dismemberment, Dependent Term Life Insurance, Short-term and Long-term Disability, Texa$aver (457 plan), TexFlex-Health and Dependent Care Reimbursement.
Optional benefits are employee paid but are offered at very competitive rates.
ANNUAL AND SICK LEAVE ACCRUALS

• ANNUAL LEAVE ACCRUALS:

Regular, full-time twelve (12) month faculty and staff accrue Annual Leave as follows:

• Years of Service: 0 through 5
  • Accrual Rate (Maximum Accrual Hours per Month) = 8
  • Accrual Rate (Maximum Accrual Hours per Year) = 96

Years of Service: 6 through 10

• Accrual Rate (Maximum Accrual Hours per Month) =10
• Accrual Rate (Maximum Accrual Hours per Year) =120

Years of Service: 10 plus years

• Accrual Rate (Maximum Accrual Hours per Month) =12
• Accrual Rate (Maximum Accrual Hours per Year) =144

Annual leave may be accrued up to a limit of 240 hours with special provisions allowing for annual accruals above that limit. Faculty with contracts less than 12 months do not accrue Annual Leave but are provided with 20 hours of personal time per fiscal year.

• SICK LEAVE ACCRUALS:

Faculty and Administrative Staff: Accruals of 8 hours per month. Sick Leave may be accrued up to a limit of 1040 total hours. Faculty with contracts less than 12 months will receive accruals during the summer semester if they instruct during that time.
ADDITIONAL INFORMATION

• HOLIDAYS:Recognized college holidays, in addition to Annual and Sick leave accruals, include Labor Day, Thanksgiving Break, Winter Break, Martin Luther King Day, Spring Break, Good Friday, Memorial Day and Independence Day.
• PAYROLL: Employees are paid by direct deposit through the last working day of the month. Actual deposits are paid on the last working business day of the month. All benefit deductions are taken at that time.
• RETIREMENT: Temple College is one of the few community colleges in the state of Texas to be permitted Federal Social Security deductions. Temple College is a Section 218 employer.

All regular employees are mandated by the Texas State Legislature to enroll in either the Teacher Retirement System (TRS) or the Optional Retirement Program (ORP) however, ORP participation is based upon position. All faculty members are eligible to participate in either TRS or ORP. A list of ORP providers is available.
Please visit TRS at for further information.

• Contribution:
  • Member: Teacher Retirement System (TRS) = 8.0% of annual salary
  • Employer: Teacher Retirement System (TRS) = 7.75% of member's annual salary

Contribution:

• Member: Optional Retirement Program (ORP) = 6.65 % of annual salary
• Employer: Optional Retirement Program (ORP) = 6.6% of annual salary

Tax Sheltered Annuities (TSAs) also known as Tax Deferred Annuities (TDAs) are available to all employees who are eligible to participate in the TRS/ORP retirement program and who wish to participate in this program. This participation is voluntary and contributions are made from the employee's salary. A list of providers is available.

• MISCELLANEOUS LEAVE: Family and Medical Leave (FMLA), Jury Duty, Bereavement, Deteriorating weather, and Military training.
• WORKERS COMPENSATION: If an employee is injured on the job, Temple College, through its Worker Compensation Program, pays all authorized hospital, nursing, and physician's fees. Additional benefits may be available.
• HOURS OF OPERATION:
  • Regular Schedule:
    • Monday - Thursday: 8:00 a.m. - 6:00 p.m.
    • Friday: 8:00 a.m. - 12:00 p.m.
• Summer Schedule:
  • Monday - Thursday: 7:30 a.m. - 6:00 p.m.