Position TitleAdministrative Assistant I, Continuing Education
Open Internally or ExternallyExternal
If faculty, tenure track statusNot Applicable
Reports to (title)Assistant Vice President, Workforce Training & Education
DepartmentContinuing Education (Workforce & Econ Dev)-2U1
Job Open Date01/10/2020
Open Until FilledYes
Priority Review Date01/16/2020
Under minimal supervision provide secretarial and administrative support to the Assistant Vice President, Workforce Training & Continuing Education.
Preform administrative assistant duties including but not limited to word processing and spreadsheet software to compile, write and edit correspondence, reports and contracts. Operate and organize electronic mail and files; create and maintain files, records, data, contracts, inventories, mailing lists, travel records, purchasing requisitions, etc. in both hard copy and electronic formats. Assist in tracking budgets and expenditures for dozens of accounts and multiple funding sources. Schedule and plan meetings; make and coordinate travel arrangements; create and maintain calendars; and, perform research and analytic functions. Screen telephone calls and recorded messages, receive and distribute mail, operate copy machines, fax machines, scanner and other office equipment. Be proactive in responding to follow-up items. Take meeting minutes. Safeguard confidential information. Represent the Division and College professionally. Know and follow College polices and procedures.
Essential Responsibilities and Duties
Perform administrative functions which may include operating work processing and office equipment to compile, write, and edit quality finished memoranda, correspondence, reports, etc.; operate electronic mail and filing systems, performing receptionist duties, scheduling meetings, coordinating travel arrangements, screening calls and recording messages, maintaining files, entering data, maintaining a database, performing research and analysis functions, preparing and writing reports, receiving and distributing mail, composing business correspondence, attending meetings and taking minutes. Track Division inventory, including specialized training facilities and computer labs. Assist program managers in setting up Program Advisory Meetings.
Process fiscal and budgetary documents which may include departmental requisitions, inventories, personnel and employment records, and budget reconciliations. Specifically track expenditures of revenues to self-supporting operations. Track expenditures and assist in ensuring appropriate use of various funding sources including E&G, grant and any restricted funds. Handle related invoicing. Assist other Budget Center Managers on the team, as requested.
Prepare and track contracts to be signed by Assistant Vice President, Workforce Training & Continuing Education including Adjunct Faculty and Overload Teaching agreements, curriculum development agreements, internship and externship contracts, etc. according to College policy.
Manage general affairs of the office which may include possible supervision of work study and part-time employees, work with confidential information. Disseminate general information to students, employees, and others; may explain Department and College policies and procedures. Coordinate with and support Administrative Assistant level staff at other SLCC campuses. Coordinate with Workforce & Economic Development marketing personnel and assist with monitoring and updating Workforce Training & Continuing Education website, marketing materials, and e-mail.
Other Duties as Assigned.
Four (4) years of related, paid full time work experience with increasing levels of responsibility.
Two (2) years of post high school education/training required equating a minimum of 60 credit hours.
Two (2) years of related, paid full time work experience with increasing levels of responsibility.
Years of relevant experience may be substituted for education/training on a 1 year to 1 year basis.
Knowledge, Skills & Abilities
1) Excellent communication skills, both written and verbal.
2) Excellent organizational skills.
3) Excellent interpersonal skills.
4) Proficient computer skills, particularly with Microsoft Word, Excel and Powerpoint.
5) Ability to maintain a database.
6) Ability to learn new software packages.
7) Ability to type a minimum of 60 wpm.
8) Ability to organize and perform multiple clerical tasks effectively.
9) Ability to coordinate activities with others.
10) Ability to take and produce meeting minutes.
11) Ability to prepare and process budgets, payroll and personnel documents.
12) Ability to understand and follow division, school and college policies and procedures.
13) Ability to provide excellent customer service to people both internal and external to the College.
14) Ability to appropriately work with highly confidential information.
15) Ability to work with all groups in a diverse academic, socioeconomic, cultural and ethnic background of community college students, faculty and staff, including those with disabilities.
16) Ability to communicate effectively with a broad range of diverse people, ability, culture, ethnic background, to maintain good working relationships across the college.
More information about Salt Lake Community College benefits: http://i.slcc.edu/hr/docs/benefits-summary-current.pdf
Full consideration will be given to applicants who apply on or before the priority review date indicated above.
Salt Lake Community College (SLCC) is fully committed to policies of equal employment and nondiscrimination. The College does not discriminate on the basis of race, color, national origin, age, sex, sexual orientation, gender identity, genetic information, disability, religion, protected veteran status, expression of political or personal beliefs outside of the workplace, or any other status protected under applicable federal, state, or local law.
SLCC is a participating employer with Utah Retirement Systems (“URS”).
This position may require the successful completion of a criminal background check.