Instructional Office Assistant

Primary Location:

2800 E. Spring Creek Parkway, Plano, Texas, 75074

We are searching for candidates that meet the required qualifications and experience and are able to perform the essential duties and responsibilities.

Job Summary:

Perform general secretarial duties for instruction offices, including processing mail, answering phones and relaying messages, and maintaining office equipment and supplies. Assist department in day-to-day clerical and or customer service and facilities operations as needed.

Required Qualifications:

Essential Duties and Responsibilities

• Perform clerical duties, which may include word processing, order receiving, inventory tracking of supplies and equipment, report/document preparation and data entry using software such as MS Word, Excel and other designated systems/software. Provide accurate data for reporting purposes. Secure meeting rooms as requested.

• Answer telephones, direct calls to appropriate personnel or answer inquiries and transmit instructions. Greet campus visitors, students, faculty, staff, and the general public in a friendly and professional manner. Evaluate situations and when necessary, direct person to appropriate staff member and follow up to ensure the problem is resolved.

• Prepare outgoing mail; pick-up and distribute incoming mail to appropriate personnel.

• Prepare requisitions for supplies, equipment, and miscellaneous expenditures, follow up on the processing of purchase orders as needed. Receive orders/products shipped to the department, check contents against packing slip and return verified packing slip to designated staff. Expedite materials or actions. Maintain appropriate levels of materials and supplies for department and order according to college purchasing procedures

• Serve as liaison between students, associate faculty, and staff. Answer multi-line telephones, directing callers to the appropriate personnel, answering inquiries. Provide back-up support to staff.

• Initiate and or collect appropriate paperwork from or on behalf of students, faculty, staff, and community and handle appropriately and in a timely matter

• Contribute to the development of various materials for the department. Use equipment such as copier, fax as requested by staff, and ensure faxes are received. Contact vendor assistance when needed.

• Maintain confidentiality of all records and contacts.

• Assist with the editing of campus web page and event planning when requested; attend the annual adjunct faculty meeting on the assigned campus as needed.

• Assist provost office with campus facilities needs.

Supplemental Functions

• Perform other duties as assigned.

• Perform all duties and maintain all standards following college policies, procedures and Core Values.

Knowledge, Skills and Abilities

• Intermediate Microsoft Office knowledge

• Knowledge of bookkeeping/accounting

• Knowledge of department/division policies, procedures, and programs, as well as policies and procedures of outside agencies with whom the department/division interacts

• Knowledge of department/division systems (i.e., Ad Astra, Workday, Monitor, Cougarweb)

• Knowledge of department/division specific equipment and supplies

• Good organizational skills

• Excellent proofreading skills

• Creativity and flexibility

• Excellent interpersonal relationship skills

• Collaboration skills

• Customer Service skills

• Problem-solving skills

• Conflict management skills

• Ability to multi-task

• Ability to be self-motivated and meet deadlines under pressure

• Ability to operate, understand, and prepare reports using department-specific software and systems

• Ability to maintain department information accurately

• Ability to pay close attention to detail

• Ability to maintain confidentiality

Physical Demands, Working Conditions and Physical Effort

Light Work - Exerting up to 20 pounds of force, up to 10 pounds of force frequently, and/or a negligible amount of force constantly having to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for the Sedentary Work category and the worker sits most of the time, the job is rated Light Work. Positions in this class typically require talking, hearing, seeing, grasping, standing, walking and repetitive motions. Relatively free from unpleasant environmental conditions or hazards. Office environment. Occasional physical effort required.

Requirements

Associate degree from an accredited institution and one (1) year of related experience OR equivalent combination of education and experience.

Equivalency Language

At least sixty (60) credit hours or a minimum of two (2) additional years' directly-related experience may be substituted for the education requirement.

This position is Security Sensitive, therefore, candidates will be subject to a criminal background check.

The above description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job as duties and responsibilities may change with business needs. Collin College reserves the right to add, change, amend, or delete portions of this job description at any time, with or without notice. Reasonable accommodations may be made by Collin College in its discretion to enable individuals with disabilities to perform the essential functions.

Required & Preferred Qualifications (if applicable):

This position work hours are scheduled from 7:00 a.m. to 4:00 p.m.

The intent of this job description is to provide a representative summary of the types of duties and responsibilities that will be required of the positions given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Employees may be requested to perform job-related tasks other than those specifically presented in this description. Fair Labor Standards Act (exempt/non-exempt) is designated by position. The employer actively supports Americans with Disabilities Act and will consider reasonable accommodations.

• This is a Security Sensitive position. Therefore candidates will be subject to a criminal background check.*

Compensation Type:

Salary

Employment Type:

Full time

Salary Minimum

$35,344.00

Compensation is determined based on experience

Deadline

Collin College is an Equal Opportunity Employer and does not discriminate on the basis of any characteristic protected by applicable law.