Administrative Assistant-Communications

Houston Community College; Houston (TX); On-site; USD 38,000 - 52,000; Full time

Job summary

Houston Community College is seeking a capable office administrator to provide principal support by handling recurring office procedures and coordinating calendar tasks. The role involves scheduling, responding to inquiries, and supporting dual credit programs.

Ideal candidates have 2+ years of progressive secretarial experience and strong MS Office skills. This position may require after-hours work and some weekend or holiday coverage as needed.

Qualifications

• High school diploma or equivalent required.
• 2 years progressive secretarial experience required.
• 3 years experience preferred.

Responsibilities

• Provide principal support in office by carrying out recurring office procedures.
• May be responsible for semester course scheduling, and track enrollment/personnel matters.
• Respond to student and community inquiries as they arise.
• Manage supervisor’s calendar.
• May support the implementation of dual credit recruitment, workshops, and other events.
• May provide support in coordinating and developing course offerings for regional dual credit programs.
• Gather documents necessary to hire part-time faculty and staff.
• May develop course schedule spreadsheets as directed by the supervisor.
• Inventory office supplies to prepare orders for purchase.
• Coordinate, schedule travel for Department faculty and staff.
• File correspondence, records, and other department documents.
• Prepare basic reports, such as budget, payroll and enrollment reports, as directed by supervisor.
• Send, receive, and distribute faxes.
• Answer and screen phone calls, handling multiple lines.
• Perform other duties, tasks and assignments as required.

Skills

MS Office Programs

Information Management Systems

Organizational & communication skills

Education

High school diploma or equivalent

2 years experience progressive secretarial experience

3 years experience preferred

Job description

JOB SUMMARY

Provide principal support in office by carrying out recurring office procedures.

ESSENTIAL FUNCTIONS

• May be responsible for semester course scheduling, and track enrollment/personnel matters.
• Respond to special projects, frequently under deadline conditions.
• Respond to student and community inquiries as they arise.
• Manage supervisor’s calendar.
• May support the implementation of dual credit recruitment, workshops, and other events.
• May provide support in coordinating and developing course offerings for regional dual credit programs.
• Gather documents necessary to hire part‑time faculty and staff.
• May develop course schedule spreadsheets as directed by the supervisor.
• Inventory office supplies to prepare orders for purchase.
• Coordinate, schedule travel for Department faculty and staff.
• File correspondence, records, and other department documents.
• Prepare basic reports, such as budget, payroll and enrollment reports, as directed by supervisor.
• Send, receive, and distribute faxes.
• Answer and screen phone calls, handling multiple lines.
• Perform other duties, tasks and assignments as required.

QUALIFICATIONS

Education & Experience

• High school diploma or equivalent required
• 2 years experience progressive secretarial experience required
• 3 years experience preferred

Licensing & Certification

• Valid Texas Driver License

Special Skills

• MS Office Programs
• Information Management Systems
• Organizational & communication skills

Competencies

• Serving customers
• Delivering high quality work
• Communicating effectively
• Using creative problem solving
• Prioritizing effectively
• Using technology effectively
• Being resourceful

Working Conditions

General Office. Must be able to perform all job requirements with or without reasonable accommodations; remain in a stationary position during shift; move items weighing up to 25 pounds; position self to operate job equipment; apply established protocols in a timely manner. Must access, input and retrieve information from technology devices; communicate with others to accomplish job requirements. May be required to work after hours to include weekends and holidays.

SECURITY SENSITIVE

This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215

The Organization

Houston Community College (HCC) is composed of 14 Centers of Excellence and numerous satellite centers that serve the diverse communities in the Greater Houston area by preparing individuals to live and work in an increasingly international and technological society. HCC is one of the country’s largest singly-accredited, open-admission, community colleges offering associate degrees, certificates, workforce training, and lifelong learning opportunities.

The Team

Play a central role at HCC as you keep our everyday operations running like clockwork. You’ll get the chance to make things happen and work closely with inspiring leaders across different parts of the institution. Whether your role is supportive, administrative, financial or something else, you’ll be part of a dynamic team that not only provides HCC students with cutting-edge academic and career tools, it also takes care of its people.

Location

Houston is a city with limitless possibilities:

• Fourth-largest city in the U.S. and home to 54 Fortune 500 companies, second only to New York City’s 55.
• Approximately 145 languages are spoken here.
• Overall after-taxes living costs are 5.6 percent below the average for all 308 urban areas recently surveyed.
• Houston is a major-league sports town, and don’t forget the annual Houston Livestock Show & Rodeo.
• The weather is great! Mild winters ensure that outdoor activities can be enjoyed year-round.
• World-renowned medical care. The Houston metro area has long been known for its first-rate healthcare system, with many Houston area hospitals consistently ranking among the nation’s top institutions.
• With over 150 museums and cultural institutions in the Greater Houston area, museums are a large part of Houston’s cultural scene.
• Houston is theCulture & Culinary Capital of Texaswith more than 7,500 restaurants and eating establishments covering 60+ cuisines.

EEO Statement

Houston Community College does not discriminate on the bases of race, color, religion, sex, gender identity and expression, national origin, age, disability, sexual orientation or veteran’s status. The following person has been designated to handle inquiries regarding the non-discrimination policies:

Sandra Jacobson, Director EEO/Compliance, Title IX Coordinator
Office of Equal Opportunity and Title IX

PO Box 667517

Houston TX, 77266

713 718.8271 [e-mail]

HCC values its employees and their contributions, promotes opportunities for their professional growth and development, and provides a positive working and learning environment that encourages involvement, innovation, and creativity.

Individuals with disabilities, who require special accommodations to interview, should contact [phone].