Assistant, Administrative, Counseling And Disability Access

Job Title Assistant, Administrative, Counseling and Disability Access Job Description

The administrative assistant provides a wide variety of administrative and support functions for the Counseling and Disability Access Services/Student Support Services division as needed. The administrative assistant will at times work independently by taking initiative to ensure efficient daily operations, collaborates with a wide range of internal and external college constituencies to support the unit effectively. Responsibilities include, but are not limited to the following: prepare payroll, create contracts, assist with purchasing processes, perform word processing/data entry, duplicate materials, maintain files and critical records, answer/assess telephone inquiries, prepare correspondence, schedule meetings and tasks, arrange travel, assist with budget management, and record meeting minutes.

Mid Salary $43,877.79 - We offer a competitive salary package that will be determined based on the candidate's experience level and qualifications related to the job. Compensation will be commensurate with your level of experience. Duties/Functions

• Provide administrative support for Counseling and Disability Access Services

• Coordinate schedules including internal and external obligations, including coordination and prioritization of daily appointments and business obligations.

• Arrange meetings: handle communications, travel arrangements, and the processing of related functions and documents.

• Call processing: The person in this position should be able to refer incoming calls to the respective employee or department while ensuring that appropriate calls are referred to the Counseling and Disability Access Services

• Provide administrative support to Counseling and Disability Access Services relative to committee appointments. Duties include scheduling meetings, preparing agendas, documenting minutes, and preparing exhibits.

• Assist in the hiring processes for Counseling and Disability Access Services/Student Support Services Division by coordinating interview meetings/documents.

• Prepare new hire and separation documents, as well as prepare payroll and manage leave requests for Counseling and Disability Access Services/Student Support Services staff.

• File and retrieve documents and reference materials.

• Support regional accreditation processes and correspondence.

• Provide exemplary customer service in person, over the phone and via email. Treat customers with courtesy and respect, showing concern for their needs, and investigate and resolve concerns promptly.

• Help interpret policy for students, parents, and faculty/staff.

• Maintain confidentiality of information.

• Maintain budget records: recommend expenditure requests, monitor expenditures to ensure compliance with approved budget, recommend and process budget transfers. Assist in developing draft budget proposals as necessary.

• Perform purchasing functions: research availability and pricing, assist in developing bid proposals, complete requisitions/contracts and process invoices for approval.

• Prepare reports and/or presentation materials as required.

• Help coordinate planning unit activities and timely completion of planning process/documents.

• Ensure all documents that require a signature are promptly signed and returned to appropriate recipients.

• Provide training and mentoring to other administrative assistants as needed.

• Develop forms for college wide use.

• Serve on college committees and focus groups.

• Demonstrate and model the college's employability skills: adaptability, communication, information processing, problem solving, responsibility and teamwork.

• Perform all other duties as assigned.

Difficult Challenges

• Accurately assisting and providing information to students regarding enrollment, Disability Services, Counseling, and other issues. Became the ADMIN for Electronic Medical Records System

• Recruiting, hiring, scheduling, and supervising scribes for students with disabilities requiring scribe services.

• Prevent escalation of student and parent conflict in connection to receiving accommodation and classroom issues.

• Creating and modifying/adjusting reports regarding Counseling Center and Disability Access services as requested.

Contacts

• Daily: students re sharing information, making appointments for counselors, directing inquiries, phone and email

• Daily: Student Support Services staff and other GTCC departments re sharing information,

• Several times a week: medical professionals and community agencies re: sharing information/procedures, directing phone calls and e-mails to appropriate department/person.

• Several times a week: faculty re: assisting with information regarding general disability access/Counseling

Education Required

Associates Degree in Business Administration, Office Management or related field, or at least four years' of related administrative experience.

Education Preferred

Bachelor's Degree in Business Administration, Office Management or related field

Experience Required

• Two years of related administrative experience and a proven record of progressively responsible experience in administrative functions, including evidence of experience in the following areas:

• Thorough knowledge of office practices, procedures and equipment to include basic accounting practices to track budget and expenditures

• Proficiency in Microsoft Office products and experience using word processing, developing spreadsheets, developing presentations, and using database software applications

Experience Preferred

• More than 2 years of recent progressively responsible experience providing administrative support

• Experience in an academic setting

• Recent experience with an enterprise student information system (e.g., Colleague)

• Possess an intermediate knowledge of database programs (e.g., Access)

KSA Required

• Ability to create, correct and format documents and communications. Work experience with word processing, database software, spreadsheets, presentation and communication software. Willingness to be continually updated in these skills.

• Ability to work independently with limited supervision.

• Demonstrate initiative in upgrading skills with professional developmental opportunities.

• Ability to handle paperwork and confidential information with discretion and sensitivity.

• Exceptional organizational skills and deadline management with the ability to prioritize projects and tasks.

• Ability to work efficiently and calmly under pressure.

• Strong verbal skills and personable manner in dealing with the public in person and on the phone.

• Ability to compose correspondence with correct punctuation and grammar.

• Strong proof reading skills.

• Ability to communicate effectively both orally and in written form.

• Punctuality and flexibility in time management.

• Neat, professional appearance and attire.

• Proficient computer skills.

• Accuracy and attention to detail is a must.

• Ability to organize and maintain files for ready access.

• Must be willing to work flexible schedules as needed. Will be in constant contact with public at all times.

KSA Preferred

• Good communication skills and the ability to establish and maintain effective relationships with students, faculty, staff and the general public.

• Ability to participate as a team member, to establish and maintain effective relationships with students, faculty and the general public

• Demonstrated experience with multiple assistive technology applications/devices is preferred.

Department/Job Specific Requirements

Type correspondence, manuals, brochures, minutes, committee reports and any other items as requested by counseling services staff, using a personal computer for word processing, spread sheets, databases, internet, and mail. Insure that office machines are operational, and initiate repairs as needed. Manage workflow and arrange work schedules so that high priority work can be done in an efficient manner.

• Screen questions and provide information about GTCC's programs, services and local community agencies. Serve as front line customer service and make necessary referrals. Set appointments as necessary for counselors, maintaining departmental appointment database. Assist students and instructors in completing GTCC Student Services forms.

• Prepare payroll for part-time staff and process employment applications for Disability Access Services (DAS) workers. Maintain payroll records and applicant information in electronic format and/or hard copy.

• Maintain contact databases for Counseling & DAS. Prepare reports to show monthly student contacts. Monitor budget information and reports for Counseling & DAS Services.

• Monitor Counseling and DAS inbox to ensure appropriate documents are submitted.

• Maintain up-to-date displays of informational material and student forms. Coordinate the delivery and return of materials for duplication, and monitor supplies and forms, ordering when needed, and other duties as assigned.

• Plan and conduct mandatory training for all student assistants.

• Recruit, hire and monitor work study students for Counseling & DAS

The following (compliance) training is required and must be completed within the first 30 days of hire with annual refresher training thereafter:

• Ethics

• Safety/Shooter on Campus

• Personal Information Protection Training (PIP)

• Anti-Discrimination/Harassment & Title IX

• Other training may be required as determined applicable.

Physical Demands

Physical Activity: Primarily sitting

Environmental Hazard(s): <15%
Lifting: 20<->50lbs.

Posting Type Staff