Higher Education Administrative Assistant III

Community College of Rhode Island; Warwick (RI); On-site; USD 42,000 - 54,000; Full time

Job summary

Community College of Rhode Island in Warwick seeks an experienced Administrative Assistant to support diverse academic programs within the college system, performing complex administrative tasks, and using college enterprise software and common business applications.

You will handle financial data pre-audit and post, prepare academic reports, schedule advising and events, maintain records, and coordinate services for students.

Qualifications

• Excellent written and verbal communication skills in a higher education setting.
• Ability to organize, multi-task and meet deadlines with attention to detail.
• Familiarity with spreadsheets, databases, word processing and college enterprise software.

Responsibilities

• Assist in organizing and maintaining a wide variety of academic programs and services.
• Utilize college enterprise software with common business applications and office tools.
• Provide high-level clerical support for grants and financial activities within departments.
• Prepare and maintain research/project files and accompanying reports.
• Schedule faculty advising and events, manage department records, and support purchasing processes.

Skills

Complex administrative support

Enterprise software

Oral and written communication

Organizing & multitasking

Office procedures knowledge

Education

High school diploma with college courses in computer information systems

Tools

Enterprise software systems

Word processing

Spreadsheets

Databases

Job description

General Statement of Duties:

Within a college/university system, to assist in the organization and maintenance of a wide variety of complex academic programs and services by performing complex administrative support functions; to utilize college enterprise software systems with common business applications and a wide variety of computer applications including word processing, spreadsheets and other contemporary office software; and to do related work as required.

Supervision Received:

Works under the general supervision of an academic department chair, Dean, faculty or other designated academic professional; work instructions are typically provided at the beginning of assignments and is subject to episodic review by a supervisor for conformance with such policies, procedures and methods.

Supervision Exercised:

To serve in an advisory or consulting capacity to Higher Education Administrative Assistant I’s and II’s or other staff assigned; As assigned by a superior, to supervise, provide guidance to, be a resource for and review the work of Higher Education Assistant I’s and II’s, or other assigned staff.

Work Schedule:

This position is initially located at Warwick Campus in One-Stop Student Services. The days and hours are typically Monday through Friday, 8:00AM-4:00PM, but the schedule, hours, and campus may vary depending on the department's needs.

Illustrative Examples of Work Performed:

• Within a college/university system, to assist in the organization and maintenance of a wide variety of complex academic programs and services by performing complex administrative support functions.

• To utilize college enterprise software systems with common business applications and a wide variety of computer applications including word processing, spreadsheets and other contemporary office software.

• To perform advanced clerical support functions in connection with grants and other financial endeavors within an academic department.

• To provide a high level of complex clerical support, including the maintenance of research/project files within an academic department.

• To pre-audit and/or post financial information to an integrated financial system after first determining the accuracy and appropriateness of financial transactions within an academic department; to make recommendations regarding the nature/scope of this data.

• To oversee the operations of department-specific programs.

• To be responsible for the requisition, inventory, distribution and control of supplies for the department(s), and to ensure compliance with State and college/university purchasing rules and regulations.

• To coordinate with faculty within the academic department to arrange for any special services required by students, such as referrals for research, tutoring, disability services, Writing Center, English as a Second Language programs, Career Development etc.

• To gather and prepare academic and statistical reports incorporating information from the data management system to track expenditures, grade point averages, grades, academic probation, etc.

• To create and manipulate advanced queries within the college’s enterprise software system such as class rosters, academic transcripts, faculty load reports.

• To make classroom reservations utilizing the college’s event management computer system.

• To convey pertinent information to faculty, staff, students and visitors within an academic department.

• To enter hours worked for the biweekly work study student payroll for the academic department.

• To maintain electronic and/or paper records for the academic department.

• To schedule faculty advising appointments for students, as well as other events for the academic department chair and faculty.

• To maintain and requisitions department supplies utilizing the college’s enterprise software system in compliance with college and state purchasing protocols.

• As assigned by a superior, to manage a P-Card and Travel Card as part of the Purchasing/Budgeting process in the department.

• To produce and present detailed reports on departmental key performance indicators.

• To develop and maintain policies and procedures for the academic department.

• To do related work as required.

Minimum Requirements:

Knowledge, Skills and Capacities:

• The ability to integrate information from one type of application package to another;

• Excellent oral and written communication skills and interpersonal skills;

• the ability to effectively communicate information to all interested parties within a higher education setting;

• skills in organizing and multi-tasking;

• strong written and verbal communication skills;

• a working knowledge of office practices and the ability to apply such knowledge in recommending improvements in office procedures, use of forms, and the establishment and retention of relevant office records and files;

• a familiarity with spreadsheets, databases, word processing and other computer software;

• the ability to organize departmental activities;

• the ability to work independently as well as part of a team;

• the ability to establish and maintain effective working relationships with superiors, the college/university departments, and other state and private agencies and organizations and employees;

• the ability to handle multiple tasks quickly with attention to detail;

• the ability to handle and maintain confidential matters;

• a working knowledge of a higher education system;

• the ability to generate accurate and concise informational and statistical reports;

• and related capacities and abilities.

Education and Experience:

Education: Such as may have been gained through: graduation from a senior high school supplemented with college courses in computer information systems; and

Experience: Such as may have been gained through: employment in performing general office tasks of a complex nature in an academic setting, including the use of enterprise software systems with common business applications, word processing, spreadsheets, and other contemporary office software;

Or, any combination of education and experience that shall be substantially equivalent to the above education and experience

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor any employment visa including student visas.