Office Professional (Dean and Development Office)

Drake State Community & Technical College; Huntsville (AL); On-site; USD 30,000 - 48,000; Full time

Job summary

Drake State Community and Technical College in Huntsville, Alabama seeks an Office Professional to support the Dean of Instruction and Development offices. The role entails clerical duties, data management in Banner, event coordination, and ensuring compliance with college policies and accreditation requirements.

The position is salaried on the Alabama system's E5, Grade 6 schedule with a 12-month, non-exempt workload and a salary range of $29,989 – $48,180 per year.

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.

Responsibilities

• Provide clerical support for the College.
• Receive and handle communications, including electronic communications, correspondence, and telephone calls.
• Manage affairs in the assigned office(s) in an effective and professional manner.
• Compose letters, memorandums, and other correspondence.
• Course set up and modification in Banner.
• Schedule and arrange all appointments, meetings and travel plans.
• Maintain a comprehensive filing system.
• Support and manage event planning, logistics, and coordination.
• File and maintain documents of a confidential nature.
• Work effectively with Banner processes.
• Complete requisition and monthly reconciliation.
• Manage travel to include reservation, flight and verify the completion of the return on travel documentation.
• 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 and maintain equipment and supplies.
• Retain and submit documentation as requested to support accreditation efforts.
• Perform other work-related responsibilities as assigned by the Dean of Instruction, Director of the Development Office, and/or President

Skills

Computing skills

Communication skills

Organization

Multitasking

Confidentiality

Proofreading

Education

Associate’s degree or 3 years related secretarial/administrative experience

Tools

Banner

Raiser’s Edge NXT

TargetX

Job description

The Office Professional will support the Dean of Instruction and Development offices of the college in developing, organizing, and sustaining the mission of the college. The Office Professional will adhere to the policies as specified by the Alabama Community College System Board of Trustees and the Drake State Community and Technical College Faculty and Staff Handbook.

Salary

Appropriate placement on the Alabama Community College System Board of Trustees

Salary Schedule E5, Grade 6

Salary Range $29,989 - $48,180 (12 Month, Non-Exempt)

Work Hours

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

The Office Professional 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.

Responsibilities

• Provide clerical support for the College
• Receive and handle communications, including electronic communications, correspondence, and telephone calls
• Manage affairs in the assigned office(s) in an effective and professional manner
• Compose letters, memorandums, and other correspondence
• Course set up and modification in Banner
• Schedule and arrange all appointments, meetings and travel plans
• Maintain a comprehensive filing system
• Support and manage event planning, logistics, and coordination
• File and maintain documents of a confidential nature
• Work effectively with Banner processes
• Complete requisition and monthly reconciliation
• Manage travel to include reservation, flight and verify the completion of the return on travel documentation
• 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 and maintain equipment and supplies
• Retain and submit documentation as requested to support accreditation efforts
• Perform other work-related responsibilities as assigned by the Dean of Instruction, Director of the Development Office, 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 with Raiser’s Edge NXT
• Experience with TargetX
• Experience working with 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

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.

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.

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.

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.