Job Description

St. Charles Community College is located just west of St. Louis, in the heart of growing St. Charles County. At St. Charles Community College, we have a passion for student success. We serve a growing diverse student population, and we are committed to increasing the diversity of our faculty and staff who will help prepare our students for a global society. Qualified candidates will have demonstrated success in serving diverse student populations.

We are seeking an Administrative Assistant who will support the School of Mathematics and Science.

POSITION SUMMARY
Assists the School Coordinator/Assistant Dean or other supervisor with the department's
administrative activities by coordinating various administrative processes and projects. Provides
administrative support for academic affairs including organizing and maintaining office functions.

Serves as the primary contact of information for faculty, students, colleagues, and visitors. Active
contributor as a team member of the department in day-to-day operations, including customer
service, preparation and distribution of documents, mail distribution, office supply ordering and
inventory, equipment monitoring, performing related tasks and contributing to the overall
efficiency and productivity of the academic school.

Establish and maintain various complex, interrelated filing systems, including confidential
student and employment files, records, manuals, and reports related to budget and cost records.
Organizes physical and digital filing systems and collects departmental and college information
and provide to department personnel and/or public. Maintain accurate records and databases,
entering information related to students, employees, or other organizational data. Ensures data
confidentiality and security. Assists with employment processes to varying degrees.

Under the guidance of the appropriate administrator, enters data such as class assignments,
semester schedules, monitors registrations and prepares reports for supervisor. Assists with
coordination of rosters, grade reports, absence forms, and other needed documentation.

Arrange and coordinate meetings, including reserving meeting rooms, sending invitations, and
preparing materials and equipment. Document contents and discussion of meeting, when requested. Support special projects or initiatives when assigned and collaborate with team members to achieve project objectives. Assist in preparing documents, reports, and presentations, including formatting, proofreading, and ensuring documents meet the required standards.

Ability to work under pressure in a fast-paced work environment, particularly during peak
periods. Must be able to handle multiple projects or duties simultaneously, exercising
independent judgement to plan, prioritize and execute workload. Demonstrated ability to use
logical reasoning to analyze a situation/matter and determine a solution. May be required to
cross-train employees in work unit. Ability to responsibly provide assistance to other workers in
the unit providing back-up support and supplemental services during busy periods.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Responsible for providing administrative support to ensure efficient operation of the office and
department. Supports manager and employees through a variety of tasks related to the college
by answering questions and responding to requests, receiving, and directing visitors, staff,
students, and faculty. Interacts with people in a professional, open, honest, and welcoming
manner supporting the mission and goals of the college. Self-motivated with good
organizational and problem-solving skills.

Assists assigned administrator in accomplishing various tasks, including organizing meetings,
compiling agendas, distributing materials, monitoring budgets and producing and maintaining
reports. Organizes functions and activities promoted by the program area. Collects, researches,
compiles, analyzes, verifies, summarizes, records, and evaluates information; prepares and
distributes narrative, statistical, and financial data on behalf of administration.

Contributes to a work environment that encourages knowledge of, respect for, and development
of skills to engage with individuals from diverse backgrounds. Maintains competency of current
college policies and procedures and can answer general questions. Helps to ensure the
department's overall success by performing related duties as assigned.

Ability to understand and follow college policies, guidelines, and procedures in order to meet
organizational directives and goals. Must be able to communicate in a positive and effective
manner with diverse, multicultural stakeholders/constituents, and students.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Demonstrated knowledge of standard office procedures with the ability to provide administrative
support to the organization. Ability to respond to situations requiring sound judgment, attention
to detail, adaptability, and flexibility. Must maintain confidentiality in matters including
organizational plans, student concerns, or personnel matters. Ability to understand and follow
college policies, guidelines, and procedures in order to meet organizational directives and goals.

Must be able to communicate in a positive and effective manner with diverse, multicultural
stakeholders/constituents, and students. Excellent communication and interpersonal skills are
required. Demonstrates a positive attitude and appropriate communication in all interactions
with faculty, staff, and students.

Must demonstrate advanced proficiency in personal computer applications, including Microsoft
Office suite. Remains competent and current by participating in professional development
activities.

MINIMUM KNOWLEDGE AND EXPERIENCE
Associates degree and three (3) years of office experience, OR High School diploma or equivalent
with a minimum of six (6) years of full-time related experience.

*Requires regular and predictable attendance.
**Will be subject to a criminal background check.

REPORTING RELATIONSHIP
Reports to School Coordinator/Assistant Dean; may vary based on organizational need.

*Please mention you saw this ad on AcademicJobs.*

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