Administrative Assistant - Automated Manufacturing

austincc; United States; On-site; USD 32,000 - 46,000; Full time

Job summary

Austin Community College seeks an Administrative Assistant to provide high-level administrative support to department leadership, managing calendars, coordinating meetings, and handling correspondence.

You will oversee office operations, records management, and departmental budgets or purchasing requests, serving as primary contact for faculty, staff, students, and the public, and may supervise junior staff or coordinate special projects to ensure smooth daily operations.

Qualifications

• Office procedures and practices.
• Customer service techniques.
• Basic bookkeeping procedures.
• Preparing and processing purchase orders and/or other purchasing liaison skills such as procurement card (P-Card) reconciliation, preparing requisitions, etc.
• Managing the budget within assigned department.

Responsibilities

• Performs administrative duties supporting faculty, staff, and students.
• Communicates program information and assists students.
• Gathers, compiles, and enters data; produces routine reports.
• Maintains schedules, calendars, and appointments.
• May supervise or train lower-level administrative staff.
• Oversees special projects and events and ensures policy compliance.

Skills

Interpersonal skills

Data entry

Organizational skills

Attention to detail

Communication skills

Job description

Austin Community College employees are required to maintain a domicile in the State of Texas while working for the college and throughout the duration of employment. - AR 4.0300.01

Austin Community College is a public two-year institution that serves a multicultural population of approximately 41,000 credit students each Fall and Spring semester. We embrace our identity as a community college, as reflected in our mission statement. We promote student success and community development by providing affordable access, through traditional and distance learning modes, to higher education and workforce training, including appropriate applied baccalaureate degrees, in our service area.

As a community college committed to our mission, we seek to recruit and retain a workforce that:

• Values intellectual curiosity and innovative teaching
• Is attracted by the college's mission to promote equitable access to educational opportunities
• Cares about student success and collaborates on strategies to facilitate success for populations including first generation college students, low-income students, and students from underserved communities.
• Focused on student academic achievement and postgraduate outcomes
• Welcomes difference and models respectful interaction with others
• Engages with the community both within and outside of ACC

Administrative Assistant - Automated Manufacturing

Job Description Summary

To provide clerical and administrative support.

Job Description

Complete job Overview

The Administrative Assistant provides high-level administrative support to department leadership by managing calendars, coordinating meetings, and handling correspondence, while also overseeing office operations, records management, and departmental budgets or purchasing requests. This role serves as a primary point of contact for faculty, staff, students, and the public, addressing inquiries, resolving scheduling conflicts, and ensuring smooth day-to-day departmental functioning. Additionally, the position often supervises or trains lower-level administrative staff, coordinates special projects or events, and ensures compliance with college policies and procedures related to documentation, reporting, and institutional processes.

Description of Duties and Tasks

• Performs administrative duties for a department in support of faculty, staff, and/or student efforts, including examining and answering correspondence, processing and prioritizing office communications, processing mail, answering the telephone and email, arranging conference calls, and maintaining or coordinating the supervisor's schedule.
• Communicates program information and assists students.
• Performs clerical duties including correspondence, ordering supplies and equipment, maintaining files, processing mail, and duplication.
• Gathers, compiles, and enters data, producing routine and specialized reports and documents; maintains files, records, logs, and other tracking systems.
• May design and produce handouts, fliers, newsletters, brochures, manuals or other documents; may maintain or update webpages or use social media.
• Responds to and/or directs inquiries in person or on the telephone; accesses and works with other staff to assist in resolving issues from students, employees, and the public.
• Maintains schedules, calendars, and appointments, which may include scheduling department meetings and events, issuing invitations, arranging for location and equipment, typing minutes, and preparing information packets.
• Compiles and produces routine reports or documents.
• May input budget figures, prepare requisitions, maintain budget sheets, log and track expenditures or take payments, or assist in departmental procurement processes.
• May serve as a technical resource for computer hardware and software and other office equipment such as copiers and fax machines.
• May be assigned responsibility for special projects such as scheduling rooms, compiling information packets, creating spreadsheets, charts, and graphs, and other projects.
• May oversee the work flow of others, as appropriate.

Knowledge

• Office procedures and practices.
• Customer service techniques.
• Basic bookkeeping procedures.
• Preparing and processing purchase orders and/or other purchasing liaison skills such as procurement card (P-Card) reconciliation, preparing requisitions, etc.
• Managing the budget within assigned department.

Skills

• Maintaining an established work schedule.
• Effectively using interpersonal and communications skills.
• Effectively using organizational and planning skills with attention to detail and follow-through.
• Entering data, maintaining files, and performing other clerical duties.
• Maintaining confidentiality of work-