Specialist, School of Technical and Professional Specialties, SLTECH

Salt Lake Community College (UT); Taylorsville (UT); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Job summary

Salt Lake Community College (UT) is seeking a Department Specialist to join the STPS Dean’s office, providing front-line customer service and administrative support.

You will greet visitors, answer inquiries, manage records, support office operations, and assist with meetings and special events, maintaining confidentiality and a welcoming environment.

This role requires proficiency with Microsoft Office, strong written communication, and the ability to multitask in a busy college setting.

Qualifications

• Experience in an executive office support or customer service setting.
• Ability to learn quickly and adapt to changing priorities.
• Commitment to confidentiality of student and staff information.
• Strong written and verbal communication skills.

Responsibilities

• Greet and assist students, faculty, staff, and visitors with professional service.
• Answer calls, screen inquiries, and route to appropriate staff.
• Manage records, scan, file, and maintain both paper and electronic files.
• Prepare meeting materials and assist with room setup and event support.
• Monitor supplies, mail, and deliveries; support department operations.

Skills

Customer service

Microsoft Office

Written communication

Time management

Attention to detail

Confidentiality

Interpersonal skills

Public relations

Education

High School Education or equivalent

College coursework in executive office support or customer service

Experience in educational environment

Post-secondary education environment experience

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Adobe Reader

SharePoint

Job description

Under limited supervision and as a member of the program support team, provides the STPS Dean’s office front-line customer service and administrative support. This position serves as the primary reception contact for students, faculty, staff, and visitors, assisting with inquiries, records management, office operations, and departmental activities. The Department Specialist contributes to a welcoming and professional environment while supporting the efficient daily operation of the department.

Routine clerical functions and reception duties:

• Answer and screen incoming telephone calls and direct inquiries to the appropriate department or staff member.
• Greet, assist, and direct students, faculty, staff, and visitors while providing professional and courteous customer service.
• Perform routine clerical and records management duties including copying, scanning, digitizing, filing, shredding, printing, organizing, uploading, and maintaining paper and electronic records in accordance with established procedures.
• Prepare and submit surplus documentation and assist with inventory tracking activities.
• Receive, sort, track, and distribute incoming mail, packages, and deliveries.
• Monitor, organize, stock, and distribute office supplies and shared resources.
• Assist with maintaining organized storage areas, files, and common workspaces.

Department Support:

• Assist with updating SharePoint pages, calendars, documents, contact lists, distribution lists, and other approved departmental resources.
• Create, prepare, and distribute employee recognition materials, including birthday emails and cards.
• Assist with preparation of meeting materials, room setup, and event support for leadership meetings, division activities, and special events.
• Assist with office organization projects, including file organization, workspace moves, and storage room cleanup.
• Support special projects and perform other related duties as assigned.

Knowledge, skills & abilities

• Eager and willing to learn.
• Communicates effectively internally and externally representing the division and college.
• Self-motivated and flexible.
• Maintains and safeguards confidentiality including: student/faculty/staff personal information, personnel issues, interpersonal situations, and division specific information.
• Proficiency in using Microsoft Suite and Adobe products, specifically Excel, Word, Outlook, and Adobe reader
• Excellent writing skills, including spelling, grammar, and proofing
• Mathematical competency in adding, subtracting, multiplication, division, and percentages
• Attention to detail.
• Displays a positive, uplifting, and supportive demeanor with others in written and spoken communication.
• Completes work within established timelines.
• Maintains a calm presence in a fast-paced demanding environment.
• Able to transition between tasks quickly, efficiently, and effectively.
• Maintain records (electronic and paper) efficiently and effectively within established protocol.
• Possesses good time management, organization, and critical thinking.
• Utilizes effective interpersonal problem-solving and public relation skills with a variety of people.
• Ability to communicate and work effectively with all types of faculty, staff, and students.
• Ability to communicate effectively with a broad range of people with a variety of abilities and backgrounds, to maintain good working relationships across the College.
• Ability to work effectively and professionally with students, employees, and members of the public from a wide range of backgrounds and circumstances, including individuals with disabilities, consistent with the College's obligations under Title VI, Title VII, and the Americans with Disabilities Act.

• High School Education or equivalent.
• College coursework or related work experience in an executive office support position or customer service setting.
• Experience working in an educational environment.
• Experience working in a post-secondary educational institution.