Assistant, Administrative

austincc; United States; On-site; USD 38,000 - 48,000; Full time

Job summary

Austin Community College is seeking an Assistant III, Administrative to provide clerical and administrative support across departments, assisting faculty, staff, and students.

The role involves handling correspondence, scheduling, data entry, and coordinating meetings. Strong organizational and communication skills are essential to support college operations and ensure service excellence for a diverse student population.

Qualifications

• Requirements: two years of related work experience.
• High school diploma or educational equivalent.
• Familiarity with serving multicultural populations.

Responsibilities

• Performs administrative duties for a department in support of faculty, staff, and/or student efforts, including examining and answering correspondence, processing and prioritizing office communications, processing mail, answering the telephone and email, arranging conference calls, and maintaining or coordinating the supervisor's schedule.
• Communicates program information and assists students.
• Performs clerical duties including correspondence, ordering supplies and equipment, maintaining files, processing mail, and duplication.
• Gathers, compiles, and enters data, producing routine and specialized reports and documents; maintains files, records, logs, and other tracking systems.
• May design and produce handouts, fliers, newsletters, brochures, manuals or other documents; may maintain or update webpages or use social media.
• Responds to and/or directs inquiries in person or on the telephone; accesses and works with other staff to assist in resolving issues from students, employees, and the public.
• Maintains schedules, calendars, and appointments, which may include scheduling department meetings and events, issuing invitations, arranging for location and equipment, typing minutes, and preparing information packets.
• Compiles and produces routine reports or documents.
• May input budget figures, prepare requisitions, maintain budget sheets, log and track expenditures or take payments, or assist in departmental procurement processes.
• May serve as a technical resource for computer hardware and software and other office equipment such as copiers and fax machines.
• May be assigned responsibility for special projects such as scheduling rooms, compiling information packets, creating spreadsheets, charts, and graphs, and other projects.
• May oversee the work flow of others, as appropriate.

Skills

Office procedures

Customer service

Basic bookkeeping

PO processing

Budget management

Communication

Education

High school diploma or equivalent

Tools

Spreadsheet software

Word processing

Database software

Web publishing

Job description

Job Posting Closing Times

Job postings are removed from advertising at 12:00 A.M. on the closing date e.g., at midnight on the day before the closing date.

Austin Community College employees are required to maintain a domicile in the State of Texas while working for the college and throughout the duration of employment. - AR 4.0300.01

Austin Community College is a public two-year institution that serves a multicultural population of approximately 41,000 credit students each Fall and Spring semester. We embrace our identity as a community college, as reflected in our mission statement. We promote student success and community development by providing affordable access, through traditional and distance learning modes, to higher education and workforce training, including appropriate applied baccalaureate degrees, in our service area.

Our Values

• Values intellectual curiosity and innovative teaching
• Is attracted by the college's mission to promote equitable access to educational opportunities
• Cares about student success and collaborates on strategies to facilitate success for populations including; first generation college students, low-income students, and students from underserved communities.
• Focused on student academic achievement and postgraduate outcomes
• Welcomes difference and models respectful interaction with others
• Engages with the community both within and outside of ACC

Job Posting Title

Assistant III, Administrative

Job Description Summary

To provide clerical and administrative support.

Job Description

Description of Duties and Tasks

• Performs administrative duties for a department in support of faculty, staff, and/or student efforts, including examining and answering correspondence, processing and prioritizing office communications, processing mail, answering the telephone and email, arranging conference calls, and maintaining or coordinating the supervisor's schedule.
• Communicates program information and assists students.
• Performs clerical duties including correspondence, ordering supplies and equipment, maintaining files, processing mail, and duplication.
• Gathers, compiles, and enters data, producing routine and specialized reports and documents; maintains files, records, logs, and other tracking systems.
• May design and produce handouts, fliers, newsletters, brochures, manuals or other documents; may maintain or update webpages or use social media.
• Responds to and/or directs inquiries in person or on the telephone; accesses and works with other staff to assist in resolving issues from students, employees, and the public.
• Maintains schedules, calendars, and appointments, which may include scheduling department meetings and events, issuing invitations, arranging for location and equipment, typing minutes, and preparing information packets.
• Compiles and produces routine reports or documents.
• May input budget figures, prepare requisitions, maintain budget sheets, log and track expenditures or take payments, or assist in departmental procurement processes.
• May serve as a technical resource for computer hardware and software and other office equipment such as copiers and fax machines.
• May be assigned responsibility for special projects such as scheduling rooms, compiling information packets, creating spreadsheets, charts, and graphs, and other projects.
• May oversee the work flow of others, as appropriate.

Knowledge

• Office procedures and practices.
• Customer service techniques.
• Basic bookkeeping procedures.
• Preparing and processing purchase orders and/or other purchasing liaison skills such as procurement card (P-Card) reconciliation, preparing requisitions, etc.
• Managing the budget within assigned department.

Skills

• Maintaining an established work schedule.
• Effectively using interpersonal and communications skills.
• Effectively using organizational and planning skills with attention to detail and follow-through.
• Entering data, maintaining files, and performing other clerical duties.
• Maintaining confidentiality of work-related information and materials.
• Establishing and maintaining effective internal and external relationships.
• Effective customer-orientation when working with a multicultural population.

Technology Skills

• Use a variety of spreadsheet, word processing, database, and presentation software.
• May also use social media, work with desktop publishing, and update webpages.

Required Work Experience

Two years of related work experience.

Required Education

High school diploma or educational equivalent.

Other Preferred Qualifications

• Familiarity with serving multicultural populations.

Physical Requirements

• Work is performed in a standard office environment.
• Subject to standing, walking, sitting, bending, reaching, pushing, and pulling.
• Occasional lifting of