This individual performs confidential administrative support duties, which include typing, filing, and answering telephones for staff and administrator, scheduling appointments, and assisting staff and administrator in preparing for meetings. Maintains effective and efficient flow of communication and information through calendars, correspondence, memos, telephone messages, and office records. Ensures that correct distribution and disposition is made of complaints, notices, publications, memoranda, directives, and related materials. Screens visitors, telephone calls, and incoming mail. Assists with development of program and administrative budgets; monitors program and administrative budgets. Creates and maintains confidential personnel and leave records. Prepares replies to routine correspondence and presentation materials. Takes and transcribes meeting minutes including discipline, department, workgroup, etc. Makes decisions on various administrative matters. Enters data into computer via use of word processing, database, spreadsheet, and various other computer applications. Gathers information, signatures, and related material for processing of purchase orders. Types Operational Objectives and Strategic Objectives for the administrative unit. Types and files confidential information regarding students, staff, and faculty. Exercises professional judgment when providing student account information according to FERPA regulations. Exercises professional judgment when providing student account information according to HIPPA regulations. Provides assistance and coordinates accommodations for students with special accommodations. Maintains confidential records of students with special accommodations. Works in collaboration with the Dean in compiling data and reports of students with special accommodations. Arranges division meetings, retreats, and other group meetings, including preparation of materials, minutes, and other follow up items. Assists in the development of course scheduling, including the input of course information and student schedules and schedule changes. Facilitates room assignment for classes and maintains room schedules. Miscellaneous office duties including posting college notices, proofreading college publications, keeping inventory, maintaining copier, and ordering supplies. Engages in contact with executives/administrators from other divisions or other firms involving a high degree of responsibility and confidentiality. Engages in contact with students, parents, faculty, and staff with a high degree of interpersonal communication skills. Coordinates function of the department in the absence of the Dean. Serves as administrative liaison between faculty, students, and Dean. Serves as building coordinator in the absence of the Dean. Manages electronic locking system for building. Assists faculty in the development of classroom materials. Compiles and prepares detailed and comprehensive reports required by the Department of Education and Hawkeye Community College. Coordinates the typing, revising, editing, collating, duplicating, and packaging of correspondence, proposals, and other materials related to projects. Administers and compiles data for student surveys for faculty evaluation process. Facilitates the cancelling of classes by calling affected students to assist in rearranging their course schedules. Prepares and processes hiring paperwork for all adjunct faculty. Corresponds via email with faculty, staff, students, and administrators. Prepares, distributes, and processes payroll paperwork for faculty. Maintains accurate records of faculty workloads for overload procedures. Performs other related work as assigned. QUALIFICATIONS: Associates degree and two years office experience or equivalent combination of education and experience. Two years experience in Excel, Word, or equivalent software with advanced computer skills. Minimum typing speed of 40 net words per minute. Working knowledge of instructional delivery/programs processes, policies, and procedures. Demonstrated skill in interpersonal relations and conflict resolution. Ability to work with diverse groups, faculty, staff, and students. Ability to work with staff, students, local and State business and government officials, and the general public. Ability to provide excellent customer service. Ability to work effectively in a collaborative team atmosphere. Ability to handle and prioritize multiple priorities, tasks, and projects. Ability to communicate effectively orally and in writing. Working knowledge of the Family Educational Rights and Privacy Act (FERPA). Working knowledge of the Health Insurance Portability and Accountability Act (HIPPA). Able to work with minimal supervision in a cooperative, contributive manner. Ability to work with confidential information. Ability to respond to emergency situations. Ability to establish and meet deadlines. Working knowledge of modern office practices, procedures, and equipment. Knowledge of recordkeeping principles and practices. Demonstrated organizational skills. Must project a positive professional image. Thorough knowledge of the operations, functions, and scope of authority of the College as related to the handling and disposition of complaints, requests for information, and delegated administrative details. EMPLOYMENT STATUS: Full time position with a comprehensive benefits program including health, dental, life, and LTD insurance; a Section 125 plan for medical and dependent care expense; holiday, personal, sick, and vacation leave; and a choice of retirement programs–IPERS (defined benefit) or TIAA-CREF (defined contribution). |
Uncategories
Administrative Secretary, Center for Learning and Academic Success job - Hawkeye Community College - Waterloo, IA
Subscribe to:
Post Comments (Atom)
EmoticonEmoticon