Senior Administrative Assistant

The Chronicle Of Higher Education, Inc.; Dallas (TX); On-site; USD 40,000 - 60,000; Full time

Job summary

Dallas College is seeking a dedicated administrative professional responsible for advanced support for faculty, staff, and students. This role involves maintaining official college records and executing administrative policies in accordance with guidelines.

The ideal candidate will demonstrate exceptional customer service skills, strong organizational abilities, and will work both independently and as part of a team in a dynamic office environment.

Minimum qualifications include an Associate degree and three years of administrative experience. Bilingual candidates are preferred.

Qualifications

• Minimum of three years in administrative/clerical work.
• Bilingual or multilingual preferred.
• Must maintain confidentiality with sensitive information.

Responsibilities

• Provide advanced administrative support to staff and students.
• Maintain office procedures and manage filing systems.
• Schedule meetings and coordinate travel arrangements.

Skills

Customer service skills

Planning and organizational skills

Analytical skills

Interpersonal communication

Technical skills in MS Office

Education

Associate degree or equivalent experience

Job description

POSITION SUMMARY

Provides advanced administrative level support to staff, faculty, and students. Maintains official college records and executes administrative polices as determined by organization and/or Dallas College guidelines, policies, and procedures.

REQUIRED KNOWLEDGE, SKILLS, AND RESPONSIBILITIES

• Must have excellent customer service skills.
• Demonstrate strong planning, analytical, organizational, and time management skills.
• Able to manage a filing system, track incoming and outgoing correspondence and coordinate office procedures.
• Must have excellent interpersonal, oral, and written communication skills to interact effectively with diverse individuals within the Dallas College network community.
• Able to collaborate with employees, students, and other individuals within/outside the organization and use a variety of communication skills to convey information.
• Able to work independently and in a team environment with a positive approach to ensure that projects are completed in a timely manner.
• Able to analyze and evaluate information/situations and facilitate or recommend reasonable solutions.
• Strong computer skills and technical knowledge with ability to effectively use a variety of software and information systems to enter, retrieve and manage data including proficiency in the use of email and Microsoft Office Suite.
• Must be ethical and use integrity when communicating and/or interacting with all individuals within the Dallas College network community.
• May provide general administrative support of senior directors and/or executives involving the daily management and operations of the office and the execution of processes, tasks, policies, and procedures according to organizational guidelines/policies.

KEY RESPONSIBILITIES

• Maintains confidentiality when dealing with sensitive information and keeps up with all organizational changes.
• Creates a positive, professional, service-oriented work environment by supporting diversity and the mission and values of the organization.
• Maintain high standards for quality of work with a limited degree of supervision at a fast pace along with high level of flexibility, confidentiality, and attention to detail.
• Attends meetings, records meeting notes, track decisions, identify action items and follow-ups.
• Responsible for scheduling meetings, coordinating travel arrangements, calendar management, expense report management and/or composing correspondence.
• Serve as an informal resource for colleagues with less experience.
• Coordinate a variety of duties relating to organization or assigned area of responsibility and to work with all levels of the organization to meet the vision, mission, and goals of the department and Dallas College.
• Serves on committees and/or councils on behalf of management for the organization.
• May monitor budget and/or supervise assigned personnel.
• Coordinate and facilitate solutions with internal/external stakeholders and constituents, within delegated range of authority.
• May provide general administrative support of senior directors and/or executives involving the daily management and operations of the office and the execution of processes, tasks, policies, and procedures according to organizational guidelines/policies.
• Depending on assigned area of responsibility, duties may include but not limited to, providing support to faculty, staff and students related to preparation of contracts, ordering supplies and process through the procurement system, development of class schedules, room assignments, preparation of periodic and special reports, etc.
• Participates in professional development activities to enhance job knowledge and stay up to date on changing trends and technology associated with assigned area of responsibility.
• Works effectively with stakeholders and constituents internal and external to the organization and the Dallas College network community, keeping them well informed of upcoming events, commitments, etc., and follows up appropriately.
• Within area of responsibility, may act as liaison and/or primary resource for faculty, staff and/or students in areas relating to department information, services, and processes which may include internal/external requests for information that require research, analyzation, and summarization of data from files and records, etc.
• Assumes projects and uses sound judgement in the preparation of correspondence, reports, and presentations.
• Completes required Dallas College Professional Development training hours per academic year.
• Performs other duties as assigned.

PHYSICAL REQUIREMENTS

Normal physical job functions performed within a standard office environment. Reasonable accommodations may be made for individuals with physical challenges to perform the essential duties and responsibilities. Occasionally may be required to lift and carry materials weighing up to 30 pounds.

MINIMUM KNOWLEDGE AND EXPERIENCE

• Associate degree plus three (3) years of administrative/clerical work experience or five (5) years of equivalent administrative/clerical work experience.
• Official transcripts are required as applicable.
• Additional work hours may be required during peak registration periods at campus locations including some Saturdays.
• Bilingual or multilingual preferred.

***Will be subject to a criminal background check. Some positions may be subject to a fingerprint check.***

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Incumbents may be directed to perform job-related tasks other than those specifically presented in this description. Position requires regular and predictable attendance.