Administrative Assistant - Arts and Sciences

NC Community Colleges; North Carolina; On-site; USD 35,000 - 42,000; Full time

Job summary

NC Community Colleges is seeking an administrative and clerical support professional for the Arts & Sciences Division. You will manage class schedules, assist the dean with payroll for part-time instructors, and maintain files and correspondence across the division.

The role includes supporting students, faculty, and visitors, handling forms, and coordinating events. Ideal candidates will have a high school diploma with office experience; an associate degree is preferred.

Qualifications

• Minimum: high school diploma or equivalency with at least one year of professional experience in an office administration setting.
• Preferred: Associate degree in Office Systems Technology or related field with at least two years of professional experience in an office administration setting.

Responsibilities

• Provide administrative and clerical support for the Dean of Arts & Sciences.
• Maintain Arts & Sciences class schedule and update in college system.
• Calculate pay for part-time instructors, create contracts, and payroll reports.
• Maintain room schedules, syllabus files, and instructor schedules for division office.
• Purchase equipment and supplies via E-Procurement; obtain quotes and bids.
• Maintain spreadsheets for reporting and organizational purposes.
• Assist with processing forms such as leave, travel, and requisitions.
• Provide friendly, accurate information to students, faculty, and visitors.
• Answer division office phone and route messages.
• Enter student registrations to assist deans and advisors.
• Create memos and documents to assist division correspondence.
• Maintain computer and office files; support events and meetings.

Skills

Office administration

Communication skills

Confidentiality

Team coordination

Multitasking

Education

High school diploma or equivalent

Associate degree in Office Systems Technology or related field

Tools

Datatel/Colleague

NC EProcurement

Google Mail & Drive

MS Word

MS Excel

MS PowerPoint

Job description

Statement of Primary Purpose

To provide administrative and clerical support to the Arts & Sciences Division.

Classification

Full-time, non-exempt, office support staff

Essential Functions and Responsibilities

• Provide administrative and clerical support for the Dean of Arts & Sciences.
• Maintain Arts & Sciences semester class schedule by entering classes and updating in college computer system.
• Calculate pay for part-time instructors, create contracts, submit to business office, and provide monthly report for payroll.
• Maintain room schedule, course syllabus files, and instructor schedules for division office.
• Purchase equipment and supplies by working in the E-Procurement system, following NC State Division of Purchase and Contract guidelines, and assisting with acquiring quotes and bids.
• Maintain spreadsheets for organizational and reporting purposes.
• Assist dean and faculty with processing forms such as leave, travel, field trips, and requisitions.
• Provide friendly, accurate information to students, faculty, and visitors to the division office.
• Answer division office phone, respond to routine requests, and route messages appropriately.
• Enter student registrations to assist dean and advisors.
• Create memos, letters and documents to assist with division correspondence.
• Maintain computer files and office files.
• Assist with planning and implementation of special events and meetings.
• Conduct all work with integrity and confidentiality.
• Maintain an open, friendly, helpful office environment while performing high quality work.

Additional Duties and Responsibilities

• Perform other duties as necessary.

Minimum Qualifications

Education

Required: Minimum of a high school diploma or equivalency with at least one year of professional experience in an office administration setting.

Preferred: Associate degree in Office Systems Technology or related field with at least two years of professional experience in an office administration setting.

Knowledge and Skills

• At least one year of professional experience in an office administration setting.
• Excellent computer software application skills and communication skills.
• Excellent follow through, attention to detail, and ability to maintain confidentiality.
• Ability to establish and maintain effective working relationships with students, faculty, staff, and visitors.
• Specific software applications currently used include: Microsoft Word, MS Excel, MS PowerPoint, Google mail and drive.
• Prefer experience with data entry in Datatel/Colleague and NC EProcurement.

Physical Demands

Light lifting of office supplies. Bending, stretching, and walking for filing and special events.

Working Conditions and Environment

Typical campus office environment. Occasional evenings during registration, meetings, and special events. Office space includes departmental work room.

Equipment Operation

Software programs and routine office/computer equipment including copiers and scanners.

This position description covers the most essential functions and duties associated with this position. Other duties may be assigned by the President or appropriate supervisory personnel. The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title as necessary.