Office Assistant, Campus Services & Retail Operations

Department: Campus Services

Location: District Administration

Reports To: Executive Director

Recruitment Type: External/Internal

Requisition ID: req1383

Employment Type: Part-Time Support Staff

Union Position: Non-Union

Work Schedule: 20 hours per week on average.

Number of Openings: 1

Job Description:

SUMMARY

Provides a full range of secretarial and scheduling support to both the supervisor and department.

ESSENTIAL FUNCTIONS

Provides a full range of secretarial and scheduling support

May manage the state mandated paperwork for the department, as well as required college documents

Answers phones and screens incoming calls and mail; responds independently to inquiries, drafts responses for leadership review or refers as appropriate

Coordinatesandarrangesschedulesandmeetings,makeappointments,preparesagendas, reserves and prepares facilities

Establishes and maintains general files and records

May manage supervisor’s calendar and schedules his/her appointments

Arranges programs, events, or conferences at other venues by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budgets

Creates, maintains and tracks applicable departmental information

Composes and prepares both routine and confidential correspondence, letters, memos, forms, reports and other documents

May prepare records, agendas, notices and minutes

May provide clerical support to the faculty evaluation process

May attend meetings and transcribes notes

May arrange travel plans and itineraries and compiles documents for travel-related meetings

May provide functional supervision to part-time clerical staff, work-study students and student assistants as needed

Performs other duties as assigned

Qualifications:

REQUIRED QUALIFICATIONS

EDUCATION AND EXPERIENCE/TRAINING

Associate’s Degree and a minimum of two (2) years; OR a High School Diploma (or equivalent) and a minimum of three (3) years of:

Demonstrated experience in an administrative role with scheduling responsibilities in a fast-paced, multi-client environment

Demonstrated experience making sound decisions that affect a work unit or team

Significant related experience may substitute for education

KNOWLEDGE, SKILLS and ABILITIES

Possess strong organizational and time-management skills

Possess excellent written, verbal and interpersonal communication skills

Ability to foster a team environment and work collaboratively

Ability to research effectively

Works accurately with great attention to detail

Excellent customer service skills and proven ability to develop and sustain productive customer relationships

Ability to effectively accept direction from multiple levels of the College in various departments

Possess working knowledge of administrative and scheduling concepts, practices and procedures with the ability to apply to varied situations

Demonstrated basic proficiency in Ad Astra or an equivalent program

Demonstrated basic proficiency with Microsoft Outlook, Word, Excel and PowerPoint

Ability to confidentially and discreetly handle subject matters requiring privacy and sensitivity

Ability to collaborate on significant projects

Possess sensitivity to appropriately respond to the needs of a diverse population

COMPETENCIES

CRITICAL COMPETENCIES

Service Focus

Communications

Quality of Work

VERY IMPORTANT COMPETENCIES

Collaboration

Adaptability

IMPORTANT COMPETENCIES

Time Utilization

Continuous Improvement

PREFERRED QUALIFICATIONS

EDUCATION AND EXPERIENCE/TRAINING

Demonstrated experience making sound decisions that affect a work unit or teamDemonstrated experience in a role requiring diverse problem solving methods in a variety of situations

PHYSICAL DEMANDS/WORKING CONDITIONS

(The 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.)

The work is performed in a normal, professional office environment;

The work area is adequately lighted, heated and ventilated;

Typically, the employee may sit comfortably to perform the duties of the job and will perform repetitive motions with hands/fingers using a computer mouse and keyboard to type.However, there may be some walking; standing; bending; carrying of light items such as papers, files, pamphlets, books, etc.;

Work may also require walking and standing in conjunction with travel to and attendance at meetings and conferences away from the worksite

EQUAL OPPORTUNITY STATEMENT

Cuyahoga Community College is committed to attaining excellence through the recruitment and retention of a qualified and diverse workforce. Cuyahoga Community College is an equal employment/educational opportunity institution.

Special Note:

Special Instructions to Applicants: During the application process, you may be required to attach a cover letter and/or resume. It is recommended that you have these documents ready to be attached electronically to the online application. This system accepts only MS Word or PDF attachments. Any employment with the College is contingent upon satisfactory completion of a background check and drug screen.

Affirmative Action Statement: Cuyahoga Community College is committed to attaining excellence through the recruitment and retention of a qualified and diverse workforce. Cuyahoga Community College is an equal employment/educational opportunity institution.