Administrative Associate - Dean, Counseling and Libraries

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

Job summary

El Paso Community College is seeking an organized Administrative Support professional to provide confidential office assistance and manage complex tasks on campus. The role involves coordinating operations, training staff, and handling fiscal duties with accuracy.

Greet visitors, manage communications, and support course-related documentation while ensuring policy adherence and privacy. This in-person position emphasizes reliable, detail-driven performance on campus.

Qualifications

• Associate's Degree and three (3) years of related experience or an equivalent combination of education and experience which demonstrates possession of the required knowledge, skills, and abilities.
• Effective oral and written communication skills.
• Ability to handle confidential information.
• Ability to establish and maintain effective working relationships.
• Effective customer service skills.
• Proficient with Microsoft Office Suite.
• Ability to maintain current social media websites.
• Effective time management and organizational skills.
• Ability to analyze and interpret data.

Responsibilities

• Provide administrative support in an office with complex and confidential tasks.
• Assist with coordinating office operations and policy changes.
• Provide work direction and training to other administrative staff and student workers.
• Prepare routine correspondence and conduct research and reports.
• Greet visitors, answer calls, and manage mail and emails.
• Assist with fiscal tasks: monitor expenditures, verify charges, and process requisitions and transfers.
• Coordinate meetings: agendas, minutes, and travel arrangements.
• Process abstracts for Board meetings and assist with submissions.
• Perform other related duties as assigned.

Skills

Oral & written communication

Confidential information handling

Relationship building

Customer service

Microsoft Office

Social media management

Time management

Data interpretation

Education

Associate's Degree

Job description

Job Responsibilities

Provide administrative support in an office environment with a variety of complex, technical and confidential tasks. Position requires the use of judgment and discretion to handle administrative matters following policy in supervisor's absence or to relieve supervisor. Decision impact may be at the Program or Campus/Multi-Campus level. In-person work on campus is an essential function of this position.

Assist with the coordination and administration of office operations to include establishing and implementing office practices and procedures. Assist with policy and procedure changes. Provide work direction and training to other administrative support staff and student workers.

Perform complex and confidential administrative support duties, including composing and typing routine correspondence. Conduct research, compile and type statistical reports, and verify accuracy. Respond to routine correspondence under own signature or draft response for supervisor's review on more complex correspondence. Organize and maintain routine and confidential files, correspondence, and other records. Assist with preparation of course related documentation (i.e. rosters and personnel related documents).

Greet visitors, respond 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 a variety of fiscally related tasks to include monitoring of expenditures, verifying charges, and resolving issues. Prepare and process check requests, purchase requisitions, budget transfers, and journal entries. Order and maintain supplies and arrange for equipment maintenance. Coordinate large ordering processes (i.e. textbooks).

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

Process Abstracts for Board of Trustee meetings to include assisting with proofreading, grammar, format, account budget information, gathering supporting documentation, and meeting submission deadline to President's office.

Perform other related duties as assigned.

Required Qualifications

1. Associate's Degree and three (3) 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.

1. Effective oral and written communication skills.
2. Ability to handle confidential information.
3. Ability to establish and maintain effective working relationships.
4. Effective customer service skills.
5. Proficient with Microsoft Office Suite.
6. Ability to maintain current social media websites.
7. Effective time management and organizational skills.
8. Ability to analyze and interpret data.

Special conditions

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.

In accordance with federal law and as a condition of employment, the successful candidate must furnish documentation verifying employment authorization eligibility and identity before being employed.

The El Paso Community College County 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 and 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 ability to adjust focus.