Administrative Assistant 3 (Instruction, Arts & Sciences)
Under direction from the Dean of Instruction for Arts and Sciences Programs performs a variety of complex tasks, which include but are not limited to the following: establish office procedures and standards, establish priorities and deadlines, coordinate office operations, word processing, spreadsheet and database computer functions, data entry of course information into the HP system, meeting scheduling, preparation of confidential correspondence, department budget status monitoring and reconciliation, travel arrangements, and other related duties as assigned.
- Provides a variety of high-level administrative support to the Dean of Instruction, Arts and Sciences Programs. Serves as a liaison between staff, faculty, students, and the public.
- Monitors, coordinates, and ensures completion of a variety of activities and projects on behalf of the Dean.
- Essential functions in a combination of functional areas such as budget management, executive secretarial support, office management, records management and/or report preparation.
- Position requires ability to exercise sound judgment and problem-solving skills in decision-making and a desire to promote a positive working relationship with peers, supervisor, faculty, and administrators.
- Ability to: work independently; read, understand, and interpret policies and procedures; develop written reports; work effectively with others; communicate effectively, both in writing and speech.
- Prioritizes and assures that all follow up communication is managed sensitively and that confidentiality is maintained for the purpose of maintaining integrity and trust.
- Provide direct secretarial support to the Dean and coordinate office operations. Maintain schedule: establish and cancel appointments, meetings, and conferences, resolve scheduling conflict and establish priorities.
- Other duties as assigned.
High school graduation or GED.
Three years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
Formal education will substitute year-for-year for experience.
- Knowledge of college programs
- Strong communication skills, both verbal and written.
- Excellent customer service skills and the ability to build rapport with internal and external customers.
- Willingness to learn new skills and adapt to frequent changes in the work environment.
- Knowledge of: office procedures and practices; business management practices, research methods and data collections; communication and correspondence practices;
- Bilingual especially in Spanish and English
- Demonstrated ability to work well with a variety of people and values diversity.
- Awareness of own cultural values and biases