Academic Assistant

Northeast Iowa Community College; Peosta (IA); On-site; USD 35,000 - 45,000; Full time

Job summary

Northeast Iowa Community College is seeking an Administrative Assistant to facilitate departmental activities in Peosta, Iowa. Responsibilities include managing the Dean's calendar, processing confidential information, and providing logistical support.

Ideal candidates will have at least 3 years of administrative experience or a related degree, and skills in Microsoft Word and Excel. Attention to detail and excellent communication are essential. The position supports a collaborative team environment and enhances organizational efficiency.

Qualifications

• 3+ years of administrative assistant experience or related diploma required.
• Experience in an academic setting preferred.
• Proficiency in Microsoft Office applications required.

Responsibilities

• Maintain smooth operation of department activities.
• Manage schedule and appointments for the Dean.
• Process and maintain confidential information.

Skills

Customer service skills

Communication skills

Time management

Microsoft Word

Microsoft Excel

Education

Diploma or associate degree in related field

Tools

Ellucian Colleague

Job description

Facilitate the smooth and efficient operation of department activities.

Duties and Responsibilities

The tasks listed below are those that represent the majority of the time spent working in this class. Management may assign additional tasks related to the type of work of the class as necessary.

• Maintain smooth and efficient operation of department activities.
• Work independently and utilize initiative and critical thinking skills in making decisions.
• Process and maintain confidential information.
• Manage calendar and schedule appointments for the Dean.
• Understand and adhere to the timetables required by the college, Department Deans, and the division.
• Order and receive equipment and supplies as needed by programs and faculty. Initiate purchase requisitions as needed. Facilitate financial forms as needed for budget transfer or purchase orders. Provide support for ordering textbooks.
• Provide support to department to reserve meeting rooms, room set up and refreshments. Attend program meetings as assigned and record and file accurate and timely meeting minutes.
• Access, input, and retrieve information for word processing, spreadsheet, and database applications along with performing accounting, filing, and other office duties in an organized and efficient manner.
• Access, input, and retrieve information and assist with course scheduling in Ellucian Colleague.
• Gather, assemble, distribute, update and/or file, and retrieve all information, forms, records, and data as requested.

Qualifications

1. At least 3 years of recent administrative assistant work experience OR appropriate diploma or associate degree in related field required.
2. Experience working in an academic setting preferred.
3. Experience with an online management system and registration software preferred.
4. Experience using Microsoft Word and Excel and knowledge of office practices and procedures required.
5. Ability to work independently on a variety of tasks and responsibilities and act responsibly in the absence of the supervisor.
6. Ability to represent the college in a positive manner with students, clients, suppliers, and members of the community required.
7. Ability to handle confidential information in a professional manner required.

Highly organized with excellent customer service skills. Possess strong written and oral communication skills. Demonstrate accuracy and attention to detail. Demonstrate self‑motivation and ability to multi‑task effectively. Personal qualities of a strong work ethic, professional integrity, enthusiasm and self‑motivation. Equally effective with taking direction, working in teams, or working independently. Ability to learn quickly and apply new knowledge effectively. Team approach to office environment and job responsibilities. Proficient in Microsoft Office applications. Experience with Ellucian Colleague valuable. Experience in an educational setting helpful. Ability to handle confidential information in a professional, ethical manner.

Essential Functions

• Communicate effectively and courteously with students, staff and members of the internal and external communities. Be knowledgeable about NICC departments in order to refer students to appropriate personnel for assistance.
• Make travel, hotel, and conference meeting arrangements for faculty as requested.
• Maintain effective and efficient flow of information through calendars, notes, phone calls, memos, e‑mail, and correspondence.
• Ensure weekly/monthly reports are processed on a regular basis.