Administrative Program Assistant (I.T., Operations, Security Departments, and Bookstore)

Drake State Community & Technical College; Huntsville (AL); On-site; USD 41,000 - 60,000; Full time

Job summary

Drake State Community and Technical College in Huntsville, AL seeks an Administrative Program Assistant to provide comprehensive administrative and program support to IT, Operations, Security, and the Bookstore. This role supports development, organization, coordination, and implementation of activities aligned with the College’s mission and goals.

The position involves clerical duties, campus asset management, fleet coordination, policy-based tasks, and collaboration across departments to

Qualifications

• Associate degree or 3 years of full-time admin experience.
• Excellent computer, oral, written, and interpersonal skills.
• Ability to manage multiple tasks and maintain confidentiality.
• Familiarity with Banner software preferred.

Responsibilities

• Provide clerical support for the Director of IT Services, Director of Operations, and the Chief of Police.
• Provide support for the bookstore—ordering, stocking, and tracking merchandise.
• Receive and handle communications, including electronic communications, correspondence, and telephone calls.
• Manage affairs in the assigned office(s) in an effective and professional manner.
• Organize and track campus assets.
• Manage the campus fleet (check in/out, schedule maintenance).
• Complete forms and processes to support facilities expansion.
• Compose letters, memorandums, and other correspondence.
• Schedule and arrange all appointments, meetings and travel plans.

Skills

Computer skills

Communication skills

Organizational skills

Multitasking

Confidentiality

Physical ability

Education

Associate’s degree or 3 years admin experience

Tools

Banner

Job description

POSITION SUMMARY

The Administrative Program Assistant provides comprehensive administrative and program support to the areas of Information Technology (I.T.), Operations, Security, and the Bookstore. This position assists in the development, organization, coordination, and implementation of activities and services that support the mission, goals, and strategic priorities of the College.

SALARY

Appropriate placement on Alabama Community College System Board of Trustees

Salary Schedule E3, Grade 04

Salary Range $41,349 - $59,541 (12 months, Non-Exempt)

Salary step placement is based on experience per Drake State’s practice for awarding salary step credit

Work Hours: 8:00 am - 5:30 pm Monday - Thursday and 8:00 am - 12:00 pm Friday

The Administrative Program Assistant shall perform the duties as specified in conformity with policies established by the Alabama Community College System Board of Trustees and the J.F. Drake State Community and Technical College Faculty and Staff Handbook.

• Provide clerical support for the Director of IT Services, Director of Operations, and the Chief of Police
• Provide support for the bookstore- ordering, stocking, and tracking merchandise
• Receive and handle communications, including electronic communications, correspondence, and telephone calls

• Manage affairs in the assigned office(s) in an effective and professional manner
• Manage the campus access system
• Organize and track campus assets
• Manage the campus fleet (Check in and out, schedule cleaning and/or maintenance)
• Complete all forms and processes to support facilities expansion
• Support efforts to secure quotes, vendor registrations and other processes as needed.
• Compose letters, memorandums, and other correspondence
• Schedule and arrange all appointments, meetings and travel plans
• Maintain a comprehensive filing system of all student files
• Ensure files are scanned in the BDMS system
• File and maintain documents of a confidential nature
• Work effectively with Banner processes
• Serve on college committees as requested
• Assist the assigned office(s) in implementing strategies to ensure accuracy, quality, and effectiveness in data collection, evaluation, and dissemination

• Assist with ensuring accountability and control of College assets
• Order, organize, and maintain equipment and supplies
• Oversee campus delivery of packages, equipment, etc.
• Retain and submit documentation as requested to support accreditation efforts
• Perform other work-related responsibilities as assigned by the Dean of Students, Director of IT Services, Director of Operations, the Chief of Police, and/or President

Job description may be modified or altered at any time by management.

REQUIRED QUALIFICATIONS

• Minimum of an earned Associate’s degree from a regionally accredited institution or three (3) years of full-time secretarial or related administrative experience
• Excellent computer skills
• Excellent oral, auditory, and written communication skills
• Excellent organizational skills
• Ability to handle multiple tasks
• Ability to proofread work for accuracy
• Ability to establish and maintain effective working relationships with students, other employees, and the public
• Knowledge of advanced word processing, spreadsheet, database software, and other current computer software applications
• Ability to maintain confidentiality of office information
• Ability to lift 30 lbs. on an infrequent basis
• Ability to stand for prolonged period of time
• Ability to organize work-space

PREFERRED QUALIFICATIONS

• Experience working with Banner
• Experience working with a budget management

DESIRED PROFILE

• An understanding of and a commitment to the philosophy and mission of a community and technical college
• A sensitivity and commitment to cultural diversity
• Ability to handle various situations in a calm and professional manner
• Ability to work well under pressure and deadlines
• A commitment to teaching and learning, where recent high school graduates, adult students, and non-traditional students are involved

Applicants must meet the minimum qualifications and must submit a complete application packet through the NEOED on-line application system to be considered.

Application materials must provide documentation that the applicant meets all minimum qualifications.

Background Check Requirement

In accordance with Alabama Community College System Policy and guidelines, the applicant chosen for employment will be required to sign a consent form and agree to a criminal background check. Employment will be contingent upon the receipt of a clearance notification from the criminal background check.

IMPORTANT INFORMATION

Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed application packet in order to be considered for this position. Complete application files must be received no later than the application deadline. Applicants who fail to submit all required information will be disqualified. Only applications received during the open period of this announcement will be considered. Applicants must travel at their own expense. Finalists will be required to provide official transcripts that are mailed directly to the Office of Human Resources at Drake State Community and Technical College from the institution(s) granting the credits.

All applicants must have an on-line completed application packet by the deadline date. All applications received will be screened and interviews scheduled by appointment only. All applicants must adhere to the College’s prescribed interview schedule and must travel at their own expense. Applicants must demonstrate written proficiency in English as part of the on-campus interview process. Drake State Community and Technical College is an active participant in the Employment Eligibility Verification Program (E-Verify). E-Verify electronically confirms an employee’s eligibility to work in the United States as required by the Department of Homeland Security.

Drake State Community and Technical College is an equal opportunity employer. It is the official policy of the Alabama Community College System, that no person shall, on the grounds of race, color, disability, gender, religion, creed, national origin, or age, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Drake State will make reasonable accommodations for qualified disabled applicants or employees. Drake State reserves the right to withdraw this job announcement at any time prior to awarding. Drake State compiles information about safety and security and publishes an annual report. This report can be found on the website by accessing the crime and safety report link. The link can be found on the Drake State home page by clicking the "About Drake State" tab and then selecting the "Campus Security Report" link. A copy can also be obtained by contacting the Director of Operations at 256-551-5210.

The College reserves the right to fill the position within (120) days of the job announcement stated closing date or to not fill the position due to budgetary or operational considerations. Further, the College reserves the right to fill more than one position in the same job classification should another vacancy occur during the search process.