Provides general administrative and clerical support for full and part-time faculty. Typically is assigned responsibility for performing administrative tasks on behalf of the faculty at assigned Campus, but may be reassigned as required to meet the College’s staffing and workload needs.
Scope of Supervision
Computer; printer; calculator; copier; fax machine; telephone; postage machine and other standard office equipment.
Student and other information covered by FERPA guidelines and agreed to in the College’s FERPA Confidentiality Agreement; and confidential or sensitive information included in the College’s AS400 system.
Good general office working conditions.
Usual Physical Demands
The following physical demands are typically used to perform this job’s essential duties and responsibilities. They are not qualification standards, rather they may be used to help the College, employee, or applicant identify where and how reasonable accommodations may be made when an otherwise qualified person is unable to perform the job’s essential duties due to an ADA disability.
While performing the duties of this job, the employee regularly exhibits manual dexterity when working on the computer, performing production typing and performing other related tasks, and regularly talks and hears when working with students and the general public. The employee frequently sits for extended periods of time, and occasionally stands and walks. Vision demands include close, relatively detailed vision, with the ability to adjust focus when typing or reading a computer screen.
An appropriate combination of education, training, course work and experience may qualify an applicant to demonstrate required knowledge, skills, and abilities. An example of an acceptable qualification is: associate’s degree in administrative assisting, office information technology or closely related field and one year of related experience.
Equivalent office administration working experience in a related field may substitute for degree upon entry into job.
Applicant must successfully pass required background checks in accordance with Southern State Community College’s policies and procedures and applicable laws.
Ability to document identity and employment eligibility as a condition of employment in compliance with Immigration Reform and Control Act requirements.
Licensure or Certification Requirements
Essential Job Duties
To perform this job successfully, an individual must perform essential duties to expected performance standards. Reasonable accommodations are made as required for persons who are disabled under the Americans With Disabilities Act.
Maintains positive public relations with students, parents, general public and other internal and external job contacts. Provides routine information and answers general questions. May maintain responsibility for greeting students and visitors as they enter campus depending upon campus assignment.
Performs general clerical responsibilities and provides administrative support.
Types tests, syllabi, memos, letters, purchase orders and other documents, and proofs, spell checks, and corrects typed documents for accuracy. Copies, collates, staples and distributes materials, and faxes documents.
Monitors inventory of instructor textbooks. Orders and stocks supplies for copiers and postage meter, and orders and maintains inventory of forms, classroom supplies, and other items for employees.
Answers telephone, records messages, obtains and responds to inquires from faculty, staff and the general public or directs calls to appropriate staff member.
Sorts and distributes mail for employees of assigned Campus. Prepares various reports, such as monthly postage and copier reports.
Responds to requests for information, schedules, catalogs, and other items from faculty members and students.
Maintains room usage chart for buildings and classrooms.
Keeps appointment book for advisors. Schedules advising appointments for students, and provides enrollment printout, student advising report, materials, and other
materials and documents. Maintains scheduling and room reservation for orientations, external (community) events, and other meetings.
Maintains bulletin boards. Assists with maintaining “job board” for students, and assists with maintaining faculty/staff bulletin board with professional development and internal job postings.
Notifies students of class cancellations or changes to the schedule.
Maintains responsibility for updated syllabi, and distributes upon request.
Distributes, collects and finalizes faculty evaluations.
Enters data into AS400 including student registrations, applications for admissions, and other data and information. Enters data into databases and spreadsheets, and generates reports. Creates data fields, spreadsheet criteria, formulas and report formats using advanced software skills.
Maintains record keeping systems. Files and indexes records, reports, and other documents. Retrieves documents.
Completes and processes forms, records and other documents in accordance with procedures. Researches, collects and compiles information from records and other resources and prepares reports.
Assists in planning and implementing special events.
Willingness to work assigned schedule, including evenings on a regular basis. Works assigned schedule, exhibits regular and predictable attendance and works overtime as required to meet workload demands.
Maintains confidentiality of confidential or sensitive records and information.
South Campus- Orders all instructor textbooks for all campuses.
Knowledge, Skills, & Abilities
Knowledge of: standard business office practices and procedures; higher education office administration; English grammar, spelling, sentence structure and punctuation; Microsoft Office Suite; computer operations; basic mathematics; reporting formats.
Ability to: work under general direction of multiple faculty members and meet deadlines and priorities; exhibit a pleasant public manner and telephone etiquette; originate correspondence; work independently; exhibit attention to detail; originate an attractive and functional typing format; organize and file documents according to alphabetical, numerical and subject order; apply ethical standards to work situations; make work decisions in accordance with SSCC’s values; show respect and sensitivity for cultural differences, and promote an harassment-free environment; embrace and support constructive change; work efficiently and effectively to improve college operations; consistently follow safety and security procedures and practices; develop and maintain effective working relationships with students, learning community, associates and general public; contribute toward building a positive team working environment; treat others with respect as representative of SSCC .
Skill in: typing; application of Microsoft Office software including Word and Excel; operation of standard office equipment; customer service; office organization; creating functional and professional electronic report formats; verbal and written communications; performing mathematical calculations including decimals, percentages and fractions.
Other Duties and Responsibilities
Serves as back-up to Administrative Assistant in the office. Provides functional supervision to work study students (including the hiring and scheduling). Performs other related duties as required.
Southern State Community College - 18 months ago