Administrative Assistant - Academic Affairs

KEY DUTIES AND EXPECTATIONS:

• Supports the work of the Academic Affairs programs.

• Manages communications for assigned Administrative Leaders (telephone, mail, e-mail, reports, and events).

• Facilitates meetings and appropriate committee activities including scheduling, arrangements, and minute recording.

• Generates and maintains the minutes and reports pertinent to academic committee, workgroup, and other forum proceedings.

• Plans and facilitates comprehensive file management and activities for assigned areas.

• Works collaboratively with other college personnel to support the department's day-to-day operations.

• Assists in maintaining and updating College, departmental, and program data including the college website and other student portals.

• As applicable, prepares written documents and correspondence; composes, edits, and word processes; prepares presentations; and prepares spreadsheets and data files.

• Supports the preparation of departmental and programmatic annual budgets as assigned.

• Supports faculty recruitment, orientation, workload assignment, and evaluation processes.

• Supports the College's affiliations, memberships, and accreditation efforts including required materials, reports, meetings, and site visits.

• Coordinates appropriate travel arrangements as necessary.

• Facilitates departmental specific activities as assigned (e.g.: licensure / certification processes, standardized exams, student communication).

• Supports the award and honor processes related to faculty and students.

• Supports appropriate committee activities.

• Assists with a variety of projects as delegated or as appropriate to the position.

• Participates in self-development activities appropriate to position.

• Participates in the College-wide efforts related to continuous quality improvement.

• Interacts and serves as a resource for administrators, faculty, staff, students and visitors and handles all matters in a positive, efficient manner with the expectation of high-quality customer service.

• Promotes effective and positive working relationships with internal and external customers.

• Maintains professional confidentiality.

• Serves as a member of college committees.

QUALIFICATIONS:

• Education & Licensure: Associate degree for Administrative Assistants or Office Management preferred.

• Experience: Three to five years prior experience as an administrative support or one to two years' assistant experience with a two-year associate degree required. Extensive administrative/office experience in a higher education academic or health care setting preferred.

SKILL SET/QUALITIES:

• Demonstrates the ability to work independently and manage multiple tasks and priorities, often with numerous interruptions, while being attentive to detail, accuracy, and confidentiality.

• Self-motivated with strong problem-solving skills and ability to be flexible in a changing environment.

• Proficient with Internet searching, scanning, database principles along with computer software expertise in the areas of word processing, design and utilization of spreadsheets, data management, presentations, and e-mail (MS Office preferred).

• Ability to generate professional appearing word processed documents.

• Excellent communication and interpersonal skills; excellent customer service and telephone skills; must relate well with faculty, students, staff, and general public.

• Excellent organization skills with strict attention to detail and follow through.

• Self-directed, discreet, willing and able to collaborate with others.

• Ability to work with material in a confidential manner.

• Enjoys the academic/college environment and able to interact positively with all College constituencies.

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