Administrative Assistant

Overview

Oversees day-to-day operations of the Student Success, Interdisciplinary Programs and Student Success Model Program Offices. Also supports Advising Services operations needs as deemed necessary by the Dean. Coordinates office workload and tasks in collaboration with the Programs Specialist. Develops and implements department office procedures and maintains procedure manual and operational calendar.

Coordinates travel arrangements for the Dean and Director, and other staff/faculty or students participating in programs/activities offered by the Student Affairs, Interdisciplinary Programs, and Student Success Model program area, including scheduling flights, ground transportation, booking accommodations and handling any other trip-related tasks.

Establishes, organizes and maintains departmental files for easy retrieval including budgetary and professional development expenditures, confidential personal files, committee minutes/correspondence, confidential student contact and travel records and waivers, end of year accomplishment reports, and operational analysis.

Maintains and monitors budget records for the Student Success and Interdisciplinary department office and Success Model program including processing invoices, check requisitions, and purchasing orders. Maintains appropriate records for specified programs and projects. Makes recommendations regarding budget needs in office operations. Assembles budget information throughout the year on program costs and use of resources and assists in the preparation of the department budget. Maintains office and program material inventory and coordinates the ordering of supplies in collaboration with the Programs Specialist, Program Assistant, and Program Coordinators.

Assists with Success Model Program event planning for seminars, conferences, and other activities by coordinating all aspects of events, including but not limited to obtaining required rooms, catering, equipment, printing, travel, and other items as needed.

Coordinates with Scheduling Specialist to ensure timely and accurate entry of course and instructor information into the student information system in accordance with the college operational calendar. Regularly pulls Banner reports, verifies faculty pay, monitors semester enrollment information, and opens/closes classes under the direction of the Dean. Oversees notification to students when a class is cancelled; emails students and pulls rosters of cancelled courses.

Prepares reports throughout the year on program and projects costs and use of resources in collaboration with the Dean of Student Success and Retention, Director of the Student Success Model Program, and Program Coordinator.

Computes and prepares salary notifications and/or stipends for instructors and program coordinators. Processes new hire paperwork for full-time and adjunct instructors.

Maintains program course outlines and updates in Curricunet. Ensures that class syllabi are on file in department office for all classes each semester. Oversees class Student Opinionnaire process for department.

Updates written resource materials, composes and types correspondence, memos, reports, agendas, committee minutes, and other routine office forms and other materials as needed.

Provides customer service for students and partner stakeholders by responding to questions, scheduling meetings, and compiling data for the Student Success Model Program. Responds in a timely manner to provide accurate information as requested.

Arranges appointments for the Dean and Director and maintains the Dean and Director’s calendar. Coordinates meetings as directed.

Screens telephone calls, takes and distributes messages, and makes referrals to proper staff members.

Opens, screens and sorts mail to determine items needing the Dean’s, Director’s, and Program Assistant’s attention and composes independent replies to correspondence as directed.

Provides support to the College’s Shared Governance system by serving as administrative support for program under the purview of the Dean of Student Success and Retention and Director of the Student Success Model Program.

Maintains the confidentiality of the office.

Performs related duties as assigned.