Admissions Office Assistant

Coastal Alabama Community College; Birmingham (AL); On-site; USD 29,000 - 48,000; Full time

Job summary

Lawson State Community College is seeking an administrative support specialist to provide clerical and office assistance in a fast-paced environment. You will respond quickly to changes, manage meetings, and maintain confidential records.

Strong MS Word, Excel, and Outlook skills are essential. Responsibilities include filing, correspondence, travel arrangements, records management, and supporting the Office of Admissions and Enrollment Management.

Qualifications

• High School Diploma or GED required.
• At least 3 years of recent experience in a fast-paced office setting.
• Proficiency in Microsoft Word, Excel and Outlook.
• Preferred: Associate’s degree or higher.
• Strong oral and written communication skills.
• Ability to multi-task and manage time effectively.
• Experience with Ellucian Banner 9 or other ERP software is preferred.

Responsibilities

• Perform general secretarial/clerical duties including keyboarding, filing, copying, note-taking, transcribing, and similar tasks.
• Provide courteous, responsive written and verbal communication.
• Receive and direct in-coming telephone calls and visitors.
• Prepare correspondences, invoices, reports and other documents.
• Prepare travel request packets and itineraries as appropriate.
• Prepare or summarize internal/external reports for distribution.
• Monitor calendar and e-mail to assist the area administrator with appointments and timelines.
• Assist in planning meetings and workshops and maintain filing systems.
• Maintain confidentiality of documents and records.
• Process mail and manage office supplies and requisitions.
• Assist with procurement through purchase orders and upgrades in technology.

Skills

Oral and written communication

Time management

Multi-tasking

Customer service

Education

High School Diploma or GED

Associate’s Degree or higher

Tools

Microsoft Word

Microsoft Excel

Outlook

Ellucian Banner 9

Job description

To provide clerical assistance and administrative support in a fast-paced dynamic environment where high-energy, high-detail, flexibility and adaptability are essential. The ideal candidate will be able to respond quickly to changes made on short-notice and utilize critical thinking and problem-solving skills in the Office of Admissions and Enrollment Management.

Salary Schedule: Appropriate placement on Salary Schedule E5 06 ($29,989-$48,180) based on experience.

1. Perform general secretarial/clerical duties including, but not limited to, keyboarding, filing, copying, note-taking, transcribing, and other office operations in fast-paced environment.
2. Provide optimal customer service including, but not limited to, courteous and responsive written and verbal communication.
3. Receive and direct in-coming telephone calls and visitors.
4. Prepare written correspondences, invoices, reports and other documents.
5. Prepare travel request packets and organize itineraries as appropriate.
6. Prepare or summarize reports of a statistical and/or narrative nature for internal and external distribution.
7. Monitor calendar and e-mail to assist the area administrator with appointments, due dates and timelines.
8. Assist in planning and organizing meetings and workshops as needed.
9. Maintain and safeguard the confidentiality of documents, general files, and other pertinent information.
10. Organize and maintain a filing system for office records as appropriate.
11. Process and disseminate incoming mail as appropriate.
12. Maintain an inventory of office supplies, forms, equipment, etc., and prepare requisitions as needed.
13. Prepare requisitions for purchase order generation for the procurement of materials and supplies.
14. Keep current on upgrades in technology as related to the specific area and assignment.
15. Answer incoming switchboard calls and transfer callers to appropriate extensions.
16. Serve on college committees as assigned.
17. Perform other job related duties as assigned by the appropriate administrator/supervisor.

REQUIRED EDUCATION, STANDARDS, AND TRAINING:

• High School Diploma or GED
• At least 3 years of recent experience working in a fast-paced office setting
• Proficient in Microsoft Word, Excel and Outlook

PREFERRED EDUCATION, STANDARDS AND TRAINING:

• Associate’s Degree or higher

REQUIRED LICENSE, CERTIFICATION, OR SPECIAL CREDENTIALS:

None

OTHER QUALIFICATIONS AND JOB REQUIREMENTS:

• Must have effective oral and written communication skills
• Must have the ability to multi-task, prioritize and good time-management
• Must have the ability to resolve Admissions issues associated with the work
• Must be detailed oriented and possess good organizational skills
• Must be flexible and adaptable
• Must have an orientation for people and the ability to work with the public
• Must be able to work under pressure, deadlines and deal with stress
• Experience with Ellucian Banner 9 or other Enterprise Resource Planning software is preferred.

PHYSICAL DEMANDS –STRENGTH RATING

• Must be able to sit for prolonged periods of time.
• Must be able to receive and direct a high volume of telephone calls and inquiries

EEOC, E-VERIFY, AND BACKGROUND CHECK STATEMENTS:

Lawson State Community College is an Equal Opportunity Employer. It is the policy of the Alabama Community College System, including all postsecondary community and technical colleges under the control of the Alabama Community College System Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment.

Lawson State Community College will make reasonable accommodations for qualified disabled applicants upon request.

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