Job Description JOB SUMMARY: Under direct supervision, this position provides administrative support for assigned program. Duties include: maintaining the professional integrity of the office; performing secretarial and receptionist duties; maintaining electronic and manual files; and delivering customer service.
SPECIFIC DUTIES AND RESPONSIBILITIES: - Provides administrative support for the office, program chairs, and assists the Administrative Assistant with projects.
- Greets students, faculty, staff, and the public; directs to appropriate personnel; Answers phone, schedules appointments; makes travel and other reservations; schedules use of facilities and equipment; composes correspondence; files, types, enters data, and updates participant files; prepares reports; coordinates and sets-up meeting; takes minutes; and distributes mail.
- Serves as a point of contact for the program; answers questions about the application process and admission processes.
- Transmits routine directives of the Program Director to project personnel.
- Processes purchase requisitions for office and program supplies; monitors spending and may source vendors and suppliers.
- Coordinates events and special programs which may include food purchases for the program and other Program, field trip meals and lodging; and purchases for graduation and the pageant.
- May perform basic bookkeeping or recordkeeping tasks.
- Maintains and updates student files, data records (both manual and electronic), and contracts; provides student transportation services when needed; and may chaperone field trips.
- Creates work orders for office operations which may include vehicle reservations.
- Collaborates with other Program Assistants on special projects and assists with events. Creates flyers, videos, forms, applications, presentations, and marketing materials Utilizes social media to inform and engage students.
- Locates grants to fund Public Service Education programs.
- May oversee assigned College work-study students.
- Completes all other duties and responsibilities as assigned.
QUALIFICATIONS, KNOWLEDGE AND SKILL REQUIREMENTS: - Associate of Science in Office Systems Technology or a related field;
- Two (2) years of related secretarial experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
- Works a flexible schedule as needed before or after regular office hours to attend meetings, Saturday tutorials, and weekend College tours and events.
- Knowledge of office administration, bookkeeping, and related equipment.
- Understanding of the grant process and related support procedures.
- Skill in organizing and prioritizing.
- Skill in providing customer service.
- Skill in working with Microsoft Office and Windows based applications including creating databases, performing data entry, and working with Canva, Adobe, and Google suite and Excel programs.
- Ability to be accurate and detailed oriented, use sound judgement, multi-task, be people oriented, and work independently as well as with others.
PHYSICAL DEMANDS: This position classifies the physical exertion requirements as light work involving lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. Even though the weight lifted may be very little, a job is in this category when it requires a good deal of walking or standing, or when it involves sitting most of the time with some pushing and pulling of arm or leg controls. To be considered capable of performing a full or wide range of light work, you must have the ability to do substantially all of these activities. If someone can do light work, we determine that he or she can also do sedentary work, unless there are additional limiting factors such as loss of fine dexterity or inability to sit for long periods of time.
ADDITIONAL EXPECTATIONS: Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Additionally, all employees of the College are expected to maintain professional standards of communication, able to learn and apply new technology, and abide by all policies and procedures. Continued employment remains on an "at-will" basis.
This description is intended to indicate typical kinds of tasks and levels of work difficulty that will be required of positions given this title and shall not be construed as declaring every specific duty and responsibility of the particular position. This job description is not intended to be a contract for employment, and the employer reserves the right to make any necessary revisions to the job description at any time without notice.
Classification Staff
Supervisory No
FLSA Exempt No
Employment Type Temporary (Fixed Term)
Compensation and Application Deadline Pay range starts at: $13.00/hour All salary calculations start at the minimum salary and will be based on candidate's education and experience. Open until filled.