Administrative Assistant, Google A-Ignite Project (Grant-Funded)

Houston City College; Houston (TX); On-site; USD 32,000 - 42,000; Full time

Job summary

Houston City College is seeking an organized and proactive administrative support professional to assist in the office. You will handle recurring procedures, schedule courses and manage enrollment and personnel matters, while responding to student and community inquiries and supporting events.

Responsibilities include calendar management, preparing reports, coordinating travel, organizing documents, and facilitating dual credit initiatives as needed.

Qualifications

• High school diploma or equivalent is required.
• Progressive secretarial experience is required (2 years).
• Three years of experience is preferred.

Responsibilities

• 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.

Skills

Organizational & communication skills

Serving customers

Communicating effectively

Education

High school diploma or equivalent

2 years progressive secretarial experience

3 years experience preferred

Valid Texas Driver License

Tools

MS Office Programs

Information Management Systems

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