Administrative Assistant to Dean of Teaching and Learning

Posting Details

Position Information

Job Title
Administrative Assistant to Dean of Teaching and Learning

Job Description

Incumbent's primary responsibility is to fulfill the secretarial duties and responsibilities inherently associated with the office of the Dean of Teaching and Learning, Jackson County Campus. All staff employees must follow established policies and procedures and are encouraged to participate in appropriate organizations and activities. Incumbent reports to the Dean of Teaching and Learning at the Jackson County Campus.

Job Duties

1. Maintain a high level of customer service to internal and external clients.
2. Maintain workflow and assist in keeping prioritized projects on schedule.
3. Demonstrate excellent proofreading skills and a high level of attention to detail.
4. Adhere to professionalism, confidentiality, and decorum at all times.
5. Demonstrate proficiency with desktop computers, including Microsoft Word, Excel, Outlook, and Internet navigation.
6. Possess a strong work ethic with the ability to work independently or effectively as a team member.
7. Perform duties independently and exercise a high degree of initiative in determining the
   approach/action to take in routine and non-routine situations.
8. Monitor budgets and prepare monthly procurement card statements for the Teaching and Learning division.
9. Maintain accurate records of departmental inventory.
10. Build class schedules in Banner.
11. Provide scheduling, organizing, and other logistical duties for various meetings.
12. Record and prepare minutes for the Teaching and Learning Leadership Team or other committees as assigned.
13. Prepare and process check requests, purchase requisitions, travel vouchers, and other required budget-related paperwork.
14. Process travel and activity requests for the Dean and faculty.
15. Prepare and process leave time for faculty and assigned office staff.
16. Meet employee development units as required, including necessary training for job-related duties.
17. Prepare faculty contracts, adjunct contracts, and overload addendums as needed.
18. Serve on the Campus Hospitality Committee.
19. Maintain the Teaching and Learning portion of the campus Employee Directory on the website for the Jackson County Campus.
20. Maintain complete records for all hiring packages for job vacancies under the Dean of Instruction.
21. Maintain current skills and complete required training necessary to perform job duties.
22. Assist and/or help coordinate with campus and college wide meetings and events.

Travel:

1. Secure lodging reservations, airline arrangements, and process travel-related paperwork for the Dean of Teaching and Learning and faculty.
2. Prepare travel itineraries, trip folders, and schedules of activities for Dean-related travel.
3. Complete travel expense vouchers for the Dean and faculty.

Appointments and Meetings:

1. Assist in maintaining the Dean's calendar.
2. Enter scheduled appointments and meetings into the Outlook calendar as directed.
3. Assist in preparing meeting folders and materials as needed.

Office Correspondence and Telephone Communications:

1. Prepare letters and official correspondence for the Dean's signature.
2. Route routine correspondence and calls to appropriate campus administrators or departments.
3. Handle sensitive correspondence and information with strict confidentiality.
4. Maintain an organized digital and physical filing system for easy retrieval of records.
5. Respond to incoming phone calls professionally and direct callers as needed.

Other Duties:

1. Supervise student workers in the Dean's Office.
2. Assist with hiring and training of office personnel as required.
3. Attend campus and college events as required.
4. Perform other duties and responsibilities as assigned by the Dean of Teaching and Learning.

Mandatory Qualifications

(M1) Minimum of Associate Degree in Business and Office Technology or related field from a regionally accredited institution of higher education.
(M2) Four years office work experience in an educational, governmental, business, or other entity.
(M3) Training and/or experience in the operation of personal computers, including proficiency in Microsoft Office Suite, E-mail, and Internet.
(M4) Excellent organizational and time-management skills (multitasking).
(M5) Excellent written, speaking, and interpersonal communication skills.
(M6) Excellent attention to detail and proofreading.

Desirable Qualifications

(D1) Bachelor's Degree in Business, Education, or related field.
(D2) Proficiency with SCT BANNER software.
(D3) Experience in a community/junior college setting.
(D4) Proficiency in taking and organizing meeting minutes.
(D5) Experience dealing with records and/or budget.

EEO Statement

Mississippi Gulf Coast Community College is an Equal Opportunity Employer and welcomes students and employees without regard to race, color, religion, national origin, sex, pregnancy, age, or qualified disability in its programs and activities. For further information, contact the Compliance Officer P.O. Box 609, Perkinston, Mississippi, 39573, telephone number , email address .

The College:

The Mississippi Gulf Coast Community College District serves a four-county area with three major campuses, the Community Campus and four centers including: Perkinston Campus, Perkinston, MS; Harrison County Campus, Gulfport, MS; Jackson County Campus, Gautier, MS. Additionally, Mississippi Gulf Coast Advanced Manufacturing and Technology Center, Gulfport, MS; Keesler Center, Biloxi, MS; West Harrison Center, Long Beach, MS; and George County Center, Lucedale, MS.

State and regional associations accredit Mississippi Gulf Coast Community College, and several programs are accredited nationally. Offerings include academic, technical degree, vocational skill and adult continuing education programs.

Classification
Staff

Posting Detail Information

Open Date
05/29/2025

Close Date
06/11/2025

Open Until Filled
No

Special Instructions to Applicants

For more information on the position, please contact (Name, Address, Phone, and Email):

Dr. Emma Miller
Dean of Teaching & Learning
2300 Hwy 90
Gautier, MS 39553