Administrative Assistant for Student Affairs & Enrollment Services

Location
Reading, Pennsylvania
Salary
$28,831 per year
Posted
Apr 03, 2018
Ref
SA-SEAS4
Institution Type
Community College

RACC Full Time Faculty and Staff Benefits:

We value prospective faculty and staff, and all that they contribute to enriching Reading Area Community College. Recognizing the vital role our fabulous faculty and staff play in the success of both our students and institution, we offer a valuable program of top-notch benefits to our full-time employees, including:

  • Medical, dental, prescription drug, life and disability insurance
  • Tuition Waiver Program (for academic courses at the College)
  • Forgivable tuition loan (for classes at any accredited academic institution)
  • 403(b) retirement plan with competitive employer matching
  • Health care and dependent care flexible spending accounts
  • Paid vacation, holiday and personal time

Note: Benefits may vary depending upon position's job classification.

Plus a host of employee perks!

Working Hours:

Working hours for this position consists of a 7.5 hour period (between the hours of 8:00am and 6:00pm), exclusive of a 1/2 or 1 hour lunch.  These hours will be agreed upon by both the supervisors and the employee at the onset of employment.

Note:  This position requires evening or weekend work on occasion with the employee having the option of working this time in addition to or in lieu of regular hours.

Summary: 

Provide administrative support to the Dean of Student Affairs and the Dean of Enrollment Management, and to other individuals in the Student Affairs and Enrollment Services divisions as needed. Manage the day-to-day activities of the office using a considerable degree of independence and discretion, and exercising sound judgment in the performance of the assigned duties. Perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards in a safe and efficient manner and with minimal supervision.

Essential Duties and Responsibilities:

  1. Receive and assist visitors and telephone callers, referring them to the supervisor or other offices as appropriate. Deal with challenging student interactions in a professional and diplomatic manner, and maintain a calm and courteous office environment at all times. Handle complaints and conflicts diplomatically to diffuse potentially volatile situations as required. 
  2. Provide administrative support for the student conduct management process that includes contacting the student, scheduling a meeting or hearing, managing student correspondence, maintaining a report of student conduct violations and referrals, and managing the intake of student complaints, appeals, and grievances. 
  3. Manage the day-to-day activities of the office; maintain files, telephone and mailing lists, and necessary office supplies; monitor office expenditures to assure purchases are within budget.
  4. Initiate and process forms such as purchase orders, requisitions, travel forms, printing requests, and travel expense reimbursements. Attend to travel arrangements for the divisions as requested.
  5. Prepare divisional reports, board reports and grant reports as needed, within established deadlines.
  6. Maintain the Deans’ calendars, keeping current with various appointments and meetings, reserving conference rooms and making other necessary arrangements including organizing materials, sending out meeting notices, and coordinating catering details.
  7. Prepare minutes, formal reports, and other documents for internal and external groups and organizations in which the Deans are involved. 
  8. Evaluate all incoming correspondence to determine which matters require the Deans’ immediate attention. 
  9. Assist with various special events, activities, assignments and projects as assigned including the Annual Academic Awards Ceremony, Commencement, Open Enrollment Days, Counselor Breakfast, President’s Reception, and Orientation.
  10. Maintain confidentiality in all matters related to the Deans including organizational plans, student conduct and related matters, salary and benefits, and personnel matters.
  11. Collaborate with the Security Department in contacting students regarding Lost & Found items.
  12. Perform other related duties as assigned.

Supervisory Responsibilities:                                                 

This job has no supervisory responsibilities.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.     The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:                                                

High school diploma plus seven (7) years of administrative experience required; OR Associates degree plus five (5) years of administrative experience is required. Experience working in an educational setting is highly preferred.

Language Skills:

Bilingual English/Spanish preferred. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of students, faculty or staff of organization.

Mathematical Skills:                                                   

Ability to add, subtracts, multiply, and divides in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent.

Reasoning Ability:                                                      

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills:                                             

To perform this job successfully, an individual should have proficiency with MS Office (Excel, Word, Powerpoint), Outlook, and Internet usage.

Other Skills and Abilities:                                           

Must possess excellent written and oral communication skills.

Must possess excellent interpersonal and organizational skills.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to use hands to finger, handle, or feel. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

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