Administrative Assistant for Arts & Sciences Division
Job Description
This full-time 12-month position reports to the Dean of Arts & Sciences and fulfills the primary role of administrative support for the division. The position is responsible for general office support for the A&S Division and faculty as well as the performance of specific administrative duties exercising a strong work ethic, personable demeanor, and good judgment. The administrative assistant provides quality customer service to anyone entering the A&S Division including students, faculty, staff, and the public.
Full Time or Part Time
Full Time
Essential Duties Summary
Duties include:
- Receive incoming calls, guests, and inquiries with friendly customer service.
- Coordinate daily office operations and maintain a professional office environment.
- Provide general office support for the dean, chairs, and faculty (full-time and part-time/adjunct) within the division.
- Oversee working conditions of office equipment
- Conduct inventory of departmental equipment.
- Monitor, order, and maintain office supplies for the division.
- Research cost and vendor options and develop purchase requisitions.
- Process travel requests and reimbursement forms.
- Submit paperwork to the business office in a timely manner and assist the dean in budget reporting.
- Develop adjunct faculty contracts.
- Develop instructor schedules to be posted each semester and filed in the VP of Instruction’s office.
- Create and maintain documents and systems that streamline semester schedules within the division.
- Coordinate completion of textbook order to ensure timely submission.
- Collect and store course syllabi.
- Assist faculty with census and final grade rosters.
- Monitor attendance report and ensure timely submission of attendance records.
- Support special events hosted by the division.
- Committed to the college’s mission, vision, and core values.
- Participate in professional development opportunities, both internally and externally.
- Serve on college committees and task forces, as assigned.
- Understand the mission of the NC Community College System.
- Other duties as assigned by supervisor.
Required Qualifications
- Associates Degree,
- Demonstrated proficiency with Microsoft Office Suite,
- Strong customer service skills,
- Ability to manage multiple projects, organizational and time management skills,
- Ability to work within a team, and
- Ability to communicate with all levels of employees and students.
Preferred Qualifications
Physical Demands
Work is primarily performed under general supervision in an office or classroom setting with appropriate climate controls. Travel, evening, and weekend work may be required for events.
The position requires a broad knowledge of the operations of the College. Requires ability to exercise good judgment in a variety of situations. Requires strong written and verbal communication, administrative, and organizational skills. Requires ability to work independently on projects, from conception to completion. Must be able to work under pressure and handle all confidential matters with discretion.
Mental Application: Utilizes memory for details, verbal instructions, emotional stability, critical thinking, adaptability, and creative problem-solving skills are important.
Reasoning Ability: Ability to define problems, collect data, establish facts, and draw valid conclusions.
Physical Ability:
- Sit for long periods.
- Use their hands to handle, control, or feel objects, tools, or controls.
- Regularly work on repetitive tasks.
- Occasionally lift 5-10 pounds.
- Ability to lift files, open filing cabinets, and bend or stand as necessary.
Salary Grade
Salary
Salary Range: $31,200 to $42,000 (12 months) based on education and experience in accordance with the college salary plan.
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