Administrative Assistant III - Arts, Humanities & Social Sciences

Victoria College; Victoria (TX); On-site; USD 34,000 - 48,000; Full time

Benefits offered by this job

Benefits eligible

Job summary

Victoria College in Victoria, TX, is seeking an Administrative Assistant III to support the Arts, Humanities, & Social Sciences Department. The role handles correspondence, scheduling, syllabi, exams, and records with a focus on accuracy and organization.

The position requires an associate degree or equivalent experience, plus several years of administrative work. It offers benefits eligibility and opportunities to liaise with faculty, students, and staff.

Qualifications

• Associate degree or equivalent work experience.
• Three years administrative assistant experience.
• High proficiency with MS Word, MS Office Outlook, Excel.
• Operate office equipment such as computers, fax, scanners.
• Excellent human relations and communications skills.
• Ability to handle multiple projects with discretion.

Responsibilities

• Assist Dean with correspondence, maintain calendar for dean and chairs.
• Assist with schedule development and data entry in Banner; proof/edit.
• Assist with division budget development and monitor budgets.
• Coordinate Unit Plans, End of Year Reports; schedule meetings.
• Maintain faculty evaluation schedule and assist with tenure docs.
• Monitor faculty absences; assist faculty as needed.
• Greet students; distribute mail; answer calls and relay messages.
• Prepare substitute reports for payment; issue keys to faculty.
• Post syllabi and vitae to shared directory; maintain division files.
• Maintain office equipment and travel arrangements.

Skills

MS Word

MS Office Outlook

Communication

Multitasking

Education

Associate degree

Tools

Banner

Job description

The Arts, Humanities, & Social Sciences Department is recruiting for one full time Administrative Assistant III. This position is responsible for performing duties including instructional support, effective office management, communication with administrative staff, instructors, students and the general public; accurate typing and distribution of correspondence, schedules, syllabi, examinations, and reports; and maintenance of organized files for the Division.

This position is benefits eligible. About Our Institution

Victoria College (VC) is a vital public community college located in Victoria, Texas and has been a respected community partner in the Crossroads region since 1925 and continues to offer quality, affordable educational opportunities to help our students achieve their dreams. VC offers a variety of high-quality associate's degrees and transfer programs, preparing students for success in their chosen fields. The college fosters a close-knit community, serving approximately 7,100 students across diverse backgrounds and learning styles, including full-time, part-time, online, veterans, and adult learners. VC features five academic divisions:

1. Academic Support & Student Success
2. Allied Health
3. Career & Technical Education
4. Arts, Humanities, & Social Sciences
5. Science, Mathematics, Engineering, & Physical Education

Additionally, VC offers various programs through the Academy of Lifelong Learning, catering to the educational needs of the community.

Living in the Area

Victoria, a charming city with a population of around 67,000, provides a welcoming and affordable environment. Residents enjoy a variety of benefits, a rich cultural scene with museums and art galleries, and ample opportunities for outdoor recreation. Victoria boasts over 50 parks and green spaces, including Riverside Park and Spring Creek Greenway, offering scenic walking and biking trails. The city is well-connected with regional transportation networks, including Victoria Regional Airport and multiple bus services. Victoria's cost of living is significantly lower than the national average, making it an attractive option for students and families alike.

1. Assist Dean with correspondence, monitor/maintain calendar for dean and department chairs.
2. Assist Dean and Department chairs with schedule development including data entry of the schedule in Banner, as well as proofing and editing.
3. Assist Dean with development of division budget and monitor department budgets.
4. Assist Dean with Unit Plans, End of Year Reports Schedule meetings for the Dean, department chairs, and division.
5. Maintain faculty evaluation schedule and assist with collection of documents for evaluation and tenure committees.
6. Monitor and track faculty absences for the Dean.
7. Assist full-time and adjunct faculty members as needed.
8. Follow up calls to unpaid students and students not attending class.
9. Greet/assist students.
10. Prepare Faculty Load and Compensation records.
11. Prepare and distribute student evaluation of instructor packets.
12. Scan completed student evaluations and post results to appropriate network drives and programs.
13. Establish and maintain division files.
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14. Maintain office equipment.
15. Complete paperwork for issuance of keys to faculty/adjunct faculty
16. Prepare substitute reports for payment.
17. Order, receive, and store materials and supplies.
18. Assist faculty with travel arrangements.
19. Post syllabi and vitae to shared directory.
20. Maintain classroom schedules.
21. Distribute mail, answer telephone and relay messages.
22. Other duties as assigned.
23. This position will access student records at times and will follow all FERPA guidelines

REQUIRED QUALIFICATIONS

• Associate degree required in a related field or equivalent work experience in lieu of degree
• Three years administrative assistant experience required
• High level of proficiency with MS Word, MS Office Outlook, Excel
• Operate equipment such as computers, fax machines, scanner, copy machines
• Excellent human relations and communications skills
• Ability to relate to college administration, faculty, students and the public in a positive, courteous, and tactful manner
• Ability to successfully manage multiple projects
• Display discretion in matters concerning confidentiality

PREFERRED QUALIFICATIONS

Experience with comprehensive computer information system such as BANNER, Data-Tel, etc. While performing the duties of this job, the employee is regularly required to use hands and fingers to handle controls, key pads, etc. Will be required to sit and reach with hands and arms as well as, sit, stand and walk. The employee must frequently lift and/or move up to 15 pounds while loading office supplies and paper. Specific vision abilities required include close vision, some color vision, and the ability to adjust focus from documents to computer screen. Hearing of light to moderate sound is required by this job. The noise level in the work environment is usually moderate.