Administrative Assistant

Delaware County Community College; Marple Township (PA); On-site; USD 35,000 - 45,000; Full time

Job summary

Delaware County Community College is seeking a full-time Administrative Assistant in the Communication, Arts & Humanities division. This role provides clerical and administrative support to the Dean and division, maintaining policies and procedures, coordinating events, and serving as a point of contact for internal and external stakeholders.

The Administrative Assistant will manage calendars, assist faculty and students, handle sensitive records, coordinate scheduling and textbook orders, and

Qualifications

• Minimum 2+ years of administrative/office management related experience, technical training, or equivalent combination of education & experience.
• Prior related experience supporting an academic division in an educational setting is preferred.
• Associates degree preferred; High School diploma/GED required.

Responsibilities

• Answer phones/retrieve messages from voicemail.
• Assist all faculty and students.
• Post class cancellations on DelaGATE daily.
• Coordinate and manage the deans' calendars, schedule meetings and ensure all appointments and meetings are communicated efficiently.
• Manage records pertaining to student conduct and other sensitive data.
• Conduct phone outreach and inquiries on behalf of the Deans.
• Maintain an up-to-date roster of active PT faculty with current contact information.
• Assist the Deans with course scheduling.
• Coordinate textbook ordering for PT faculty.
• Maintain master list of faculty class observations for Dean/Asst. Dean/Discipline Coordinators.
• Collect electronic copies of syllabi from PT and FT faculty at beginning of every semester.
• Collect gradebooks electronically from PT faculty at the end of every semester.
• Distribute semester contracts to PT faculty and track contract responses.
• Order office supplies online/order paper for copiers/maintain supply cabinet in department.
• Create nametags for new hire mailboxes and organize department mailboxes every semester.
• Send out informational memos to PT and FT faculty.
• Screen student complaints/make sure online grievance process is followed.
• Assist with occasional evening Division programs.
• Assist in the onboarding process for adjunct faculty.
• Crosstrain in use of Banner applications for student registration/class creation.
• Assist with any special projects that may arise in CAH department.
• Assist Dean and Assistant Dean on an as-needed basis.
• Perform other duties as assign

Skills

Customer service

Office administration

Communication

Education

High School diploma/GED

Associates degree preferred

Tools

Banner applications

DelaGATE

Job description

Delaware County Community College is seeking a full-time Administrative Assistantin our Communication, Arts & Humanities division.

The Administrative Assistantreports to the Dean of Communication, Arts & Humanities Division, and is responsible for providing clerical, administrative, and office support services to the division. This position maintains a current knowledge of appropriate college and academic policies, processes, and procedures to assure efficiency and integrity of the office of the Dean. The Administrative Assistant serves as a secondary point of operational and administrative contact for internal and external constituencies related to communication, arts and humanities. Participates in the coordination, control, and completion of special projects and events. May serve on a variety of committees in a support capacity. The Administrative Assistant directly reports to the to the Dean of Communication, Arts & Humanities and participates in divisional activities, events, meetings, and trainings as necessary.

1. Answer phones/retrieve messages from voicemail


2. Assist all faculty and students


3. Post class cancellations on DelaGATE daily


4. Coordinate and manage the deans' calendars, schedule meetings and ensure all appointments and meetings are communicated efficiently


5. Manage records pertaining to student conduct and other sensitive data


6. Conduct phone outreach and inquiries on behalf of the Deans


7. Maintain an up-to-date roster of active PT faculty with current contact information


8. Assist the Deans with course scheduling


9. Coordinate textbook ordering for PT faculty


10. Maintain master list of faculty class observations for Dean/Asst. Dean/Discipline Coordinators


11. Collect electronic copies of syllabi from PT and FT faculty at beginning of every semester


12. Collect gradebooks electronically from PT faculty at the end of every semester


13. Distribute semester contracts to PT faculty and track contract responses


14. Order office supplies online/order paper for copiers/maintain supply cabinet in department


15. Create nametags for new hire mailboxes and organize department mailboxes every semester


16. Send out informational memos to PT and FT faculty


17. Screen student complaints/make sure online grievance process is followed


18. Assist with occasional evening Division programs


19. Assist in the onboarding process for adjunct faculty


20. Crosstrain in use of Banner applications for student registration/class creation


21. Assist with any special projects that may arise in CAH department


22. Assist Dean and Assistant Dean on an as-needed basis


23. Perform other duties as assign

The successful candidate must be an engaging, effective, innovative, dynamic collaborator who will have demonstrated knowledge of the best practices associated with administrative support, and customer service. This individual will have access to sensitive student and community member information and is expected to handle such information within confidential information guidelines and with integrity and professionalism. The successful candidate will also actively participate in creating an environment that encourages, models, embraces, and incorporates diverse thoughts and perspectives of all individuals of various backgrounds, ideas, and perspectives to foster an all-inclusive atmosphere and drive results.

Qualified candidates will have a minimum of 2+ years of administrative/office management related experience, technical training, or equivalent combination of education & experience; Prior related experience supporting an academic division in an educational setting is preferred. High School diploma/GED required; Associates degree from an accredited institution or equivalent combination of education, administrative experience, or technical training is preferred. Associates degree preferred.

DCCC fosters a work environment, and a learning community focused on student success by delivering quality, affordable, and responsive educational opportunities in a technologically rich and supportive environment. We celebrate differences and commit to an “open door” policy for individuals with varying levels of knowledge, skills, experiences, and needs. By embracing diverse collegial perspectives, we seek to make inclusivity, teamwork, and respect the foundation for our students to reach their academic goals and on staff to thrive professionally. Delaware County Community College strongly encourages applications from members of traditionally under-represented groups. DCCC promotes an organizational culture and structure that honors diversity through integration of the principles of access, inclusion and most importantly equality. DCCC is an equal employment opportunity employer, valuing diversity, equity, inclusion, belonging.