Administrative Assistant

College of Southern Idaho; Twin Falls (ID); On-site; USD 41,000 - 50,000; Full time

Benefits offered by this job

Tuition assistance

Free gym membership

Discounted events

Retirement plan with contributions

Job summary

The College of Southern Idaho seeks an administrative professional to support the Office of Instruction and Academic Affairs in accreditation, institutional effectiveness, strategic planning, state reporting, and compliance.

You will maintain records, assist with meetings, coordinate schedules, and prepare routine letters and reports while collaborating with campus departments; evening/weekend events may be required.

Qualifications

• Interpersonal communication and public relation skills to meet people courteously and work effectively with colleagues, staff, students, and administrators.
• A strong service orientation and desire to meet people’s needs, handle challenging situations and provide customer service and promote teamwork.
• Organizational skills to manage multiple projects concurrently with good judgment and professionalism.
• Ability to listen, follow directions, attend to detail with thoroughness and accuracy and communicate effectively both verbally and in writing and to maintain confidentiality.
• Self-motivation to take assignments and carry them through from initiation to completion.
• Demonstrated ability in business communication, including proper business English usage, composition, punctuation, and spelling.
• Ability to craft original documents when given the necessary material.
• Computer skills in all Microsoft software applications (Word, Outlook, and Excel) and general understanding of computer operating systems.

Responsibilities

• Support accreditation processes and liaison with accrediting bodies, planning site visits and coordinating related meetings.
• Assist with curriculum planning and state paperwork submission, and prepare accreditation documents.
• Support data uploads, state report filings, and program review materials for institutional effectiveness.
• Assist with maintaining policies, procedures, and documentation across campus websites.
• Coordinate schedules for events and travel arrangements, and assist with routine communications.

Skills

Interpersonal communication

Public relations

Organizational skills

Attention to detail

Written communication

Self-motivation

Confidentiality

Teamwork

Adaptability

Customer service

Tools

Word

Outlook

Excel

Job description

Provide support to the Office of Instruction and Academic Affairs in the primary areas of accreditation, institutional effectiveness, strategic planning, state reporting, and compliance.The position reports to the Dean of General and Transfer Education/Accreditation Liaison Officer. The position additionally provides information to the public and college community about services and programs, maintains records and files, and provides support for daily operations.

Duties and Responsibilities:

Independently and in a timely and efficient manner:

• Support the accreditation processes of the College of Southern Idaho including interacting with our institutional accrediting agency, supporting the CSI accreditation liaison officer, planning and executing accreditation site visits, organizing and managing accreditation related meetings among stakeholders (including the annual Support Services Program Review process and the annual Instructional Program Review process).
• Support the college curriculum planning process with state paperwork submission and corresponding accreditation documents.
• Support the Office of Institutional Effectiveness with data uploads, state report filings, and program review shell population.
• Support the Office of Institutional Effectiveness with the management of college policies and procedures.This includes coordination with appropriate stakeholders as well as working with IT to ensure correct documents are housed in the appropriate web-based sites.
• Serve as part of a project management team for a variety of events including (but not limited to): the summer dual credit conference, the summer I-Stem conference, fall and spring in-service, and various department retreats/meetings.
• Maintain several internal and external websites including (but not limited to): assessment, institutional effectiveness, and accreditation.
• Assist with the appointment schedule for the ALO; make travel and accommodation arrangements as requested.
• Communicate, collect, and maintain the state board policy 3Y compliance list about dual credit instructor documentation.3Y requires that dual credit instructors submit a syllabus, host a site visit, and attend professional development each year.Working with department liaisons, this position tracks these three requirements and provides reports on compliance to the Office of Instruction and Academic Affairs.
• Maintain (organize and distribute) and serve as the point person for a repository of “extra” College promotional inventory designed to be used across campus.
• Collaborate extensively with other administrative assistants in the Office of Instruction and Academic Affairs including being an active participant in the distribution of routine tasks including calendaring, student mailings, placement updates, marketing materials, etc.
• Compose routine letters; type sensitive, confidential, and official letters, policies, procedures, and reports; and transcribe detailed accounts of meetings
• Maintain official records related to all incoming and outgoing communications, correspondence, policies, procedures; maintain records and process forms involved in daily operations
• Compile agendas for executive meetings and conferences by contacting other directors, departmental managers, and other interested parties; arrange for space, equipment, lunches, etc.
• Compile and analyze information from a variety of sources to prepare reports, handle complaints or resolve problems
• Maintain effective and positive public relations with the other departments on campus and with external entities
• Respond to inquiries, explain department services, policies, and procedures
• Serve on committees and attend meetings as assigned
• General clerical duties as requested. This may include preparing mass mailings, stuffing envelopes, paper filing, typing, copying, etc.
• Provide data for reports, grants, and proposals as required
• Be the public facing presence to conference groups located in the Taylor building including helping solve problems and provide logistics

Job Qualifications:

Possess the following skills through experience and/or training:

• Interpersonal communication and public relation skills to meet people courteously and work and interact effectively with colleagues, staff, students, and administrators.
• A strong service orientation and desire to meet people’s needs, handle challenging situations and provide customer service and promote teamwork within the department, the College and community.
• Organizational skills to manage multiple projects concurrently with good judgment and professionalism in dealing with pressures and meeting deadlines.
• Ability to listen, follow directions, attend to detail with thoroughness and accuracy and communicate effectively both verbally and in writing and to maintain confidentiality.
• Self-motivation to take assignments and carry them through from initiation to completion.
• Demonstrated ability in business communication, including proper business English usage, composition, punctuation, and spelling.
• Ability to craft original documents when given the necessary material.
• Computer skills in all Microsoft software applications (Word, Outlook, and Excel) and additional general understanding of computer operating systems preferred and the ability to learn specialized system programs as necessary.
• Flexibility and a willingness to attend and receive additional training to improve skills
• Have respect for the opinions of others and behave in such a way as to ensure an atmosphere of respect and trust.
• Must adapt, with minimal or no advance notice, to changes in how business is conducted and work accomplished.
• Ability to gain and apply knowledge of all departments on campus.
• Ability to function as part of a team solving problems and meeting needs.

Working Conditions and Physical Requirements:

• General office work
• Some light lifting in carrying, organizing, and managing materials for meetings, etc.
• Occasional evening or weekend requirements based on special projects and events

Additional Information:

• Tuition assistance for yourself and your immediate family here at CSI, reciprocal agreements for tuition assistance for you at Lewis-Clark State College and Idaho State University.
• Free Gym/Recreation center membership for you and your family.
• Discounted athletic events.
• Discounted Herrett Center events and shows.
• Medical – Select Health.
• Dental – Delta Dental/Willamette.
• Vision – Ameritas/VSP.
• Retirement plan with the following contribution rates.
  • Employee Contribution: 7.18%
  • Employer Contribution: 11.96%

The College of Southern Idaho is an equal opportunity employer with a commitment to cultivating and sustaining an environment in which our employees and learners thrive. The College prohibits discrimination on the basis of any legally protected status.

Tracking Code 1530-127 Job Description

Company Location Twin Falls - Main Campus Position Type Full-Time/Regular Salary 45,000.00 - USD

Is this position grant-funded?

No

FLSA

Exempt

Months per year?

12 months year round

What are the work days/hours?

Monday-Friday, Evenings or Weekends as Needed