Administrative Assistant - Institutional Research

El Paso Community College; El Paso (TX); On-site; USD 40,000 - 56,000; Full time

Job summary

El Paso Community College is seeking an Administrative Support Specialist to perform a range of office tasks and assist in fiscal and organizational duties. The role emphasizes strong communication, confidentiality, and customer service while working on campus.

The position requires an Associate's Degree or equivalent and experience with Microsoft Office, social media upkeep, and professional telephone etiquette.

Qualifications

• Experience with Microsoft Office Suite.
• Effective telephone etiquette skills.
• Experience providing effective customer service.
• Effective oral and written communication skills.
• Effective organizational skills.
• Ability to handle confidential information.
• Ability to maintain current social media websites.

Responsibilities

• Provide administrative support and type routine correspondence.
• Conduct research, compile and type statistical reports, verify accuracy.
• Organize and maintain routine and confidential files and records.
• Supervise student workers and part-time staff.
• Greet visitors, answer calls, screen inquiries, and manage mail and emails.
• Assist in fiscal tasks: monitor expenditures, process requests, budget transfers, and journal entries.
• Coordinate meetings and travel arrangements, prepare agendas/minutes, and record minutes.
• Perform other related duties as assigned.

Skills

Microsoft Office Suite

Telephone etiquette

Customer service

Oral and written communication

Organizational skills

Confidential information handling

Social media maintenance

Education

Associate's Degree or equivalent

Job description

Under general supervision, provide administrative support in an office environment with a variety of moderate to complex tasks and functional activities. In-person work on campus is an essential function of this position.

Perform moderate to complex administrative support duties to include composing and typing routine correspondence. Conduct research, compile and type statistical reports, and verify accuracy as required. Organize and maintain routine and confidential files, correspondence and other records. Provide work direction and training to student workers and part-time administrative support staff.

Greet visitors, respond to or refer questions, answer and screen telephone calls, schedule and arrange conference calls. Read, route, and respond to incoming and outgoing mail and correspondence, including e-mail and faxes.

Assist in performing fiscally related tasks to include monitoring of expenditures. Prepare and process check requests, purchase requisitions, budget transfers, and journal entries. Order and maintain supplies, and arrange for equipment maintenance.

Coordinate and arrange meetings, prepare agendas and materials, reserve and prepare facilities, and record and transcribe minutes of meetings. Arrange and coordinate travel schedules and reservations, including related expense reports.

Perform other related duties as assigned.

Required Qualifications:

• 1. Associate's Degree and two (2) years of related experience or an equivalent combination of education and experience which demonstrates possession of the required knowledge, skills, and abilities.

NOTE: A copy of the transcript reflecting this required education MUST be submitted for consideration and reflect completed coursework and degrees conferred. The candidate must be fully qualified for the position at the time of application.

• 2. Experience with Microsoft Office Suite.
• 3. Effective telephone etiquette skills.
• 4. Experience providing effective customer service.
• 5. Effective oral and written communication skills.
• 6. Effective organizational skills.
• 7. Ability to handle confidential information.
• 8. Must be able to maintain current social media websites.

Special Conditions:

• 1. This is a security-sensitive position as defined under the Texas Education Code, Section 51.215; the successful applicant will be required to undergo a criminal background check, as permitted and/or required by applicable law, and in accordance with the College’s policies and procedures.

The El Paso County Community College District does not discriminate on the basis of race, color, national origin, religion, sex, age, disability, and veteran status.

Physical Requirements:

While performing the duties of this Job, the employee is regularly required to sit, use hands to handle or feel, and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand, walk, stoop, kneel, crouch, or crawl. The employee must frequently lift and move up to 10 pounds and occasionally lift and move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.