Assistant, Senior Administrative
Job Number 1907015
Assistant, Senior Administrative
Closing Date: 07/26/2019
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Position InformationLocationSan Gabriel CampusHours40 hours/per week as assigned to include occasional evenings or weekends.SalaryAssistant 8/118 ($32,662.00 - $46,660.00)FLSA StatusNon-ExemptReports ToExecutive Dean, Counseling - Student Affairs or DesigneeCriminal Background CheckPre-employment criminal background checks are required for all Staff and Faculty positions. Pre-employment urinalyses drug screens are also required for all top candidates considered for positions in ACC's College Police department.General Statement of Job
To provide advanced clerical and administrative support.Description of Duties and TasksEssential duties and responsibilities include the following. Other duties may be assigned.Provides administrative support of a responsible and complex nature and assists multiple departments. Performs with autonomy and initiative.Coordinates departmental activities.Performs administrative duties in support of faculty, staff, and/or student efforts, including examining and answering correspondence, processing and prioritizing office communications, processing mail, answering the telephone and email, arranging conference calls, and maintaining or coordinating the supervisor's schedule.Gathers and compiles data, and produces specialized reports and documents. Maintains files, records, logs, and other tracking systems.Responds to and/or directs inquiries in person or on the telephone. Accesses and works with other staff to resolve issues from students, employees, and the public.Maintains schedules, calendars, and appointments, which may include meetings and events and the arrangements associated with such, including preparing agendas, minutes, equipment, location, information packets, and follow up action items.Performs complex computer activities including word processing, data collection, analysis of information, scheduling processes, and creating visual and graphic presentations; may update websites or use social media.Coordinates the purchases of equipment and supplies; processes requisitions, monitors multiple departments budgets, maintains asset inventories, and assists in preparing budgets for some departments.Analyzes operating practices such as record keeping systems, forms control, personnel, and budgetary requirements to create new systems or procedures.May serve as a technical resource for computer hardware and software and other office equipment such as copiers and fax machines.May coordinate and review work of office or department personnel.May be assigned responsibility for special projects such as compiling special reports, scheduling rooms, compiling information, processing new hire paperwork, and creating presentation materials.
Additional Job Specific Duties
- May be assigned to assist the behavioral intervention team members in data research, data collection, and compilation of reports.
- May be assigned to assist the District Clinical Counseling Services (DCCS) team and the regional Associate Deans of Counseling in data research, data collection, and compilation of reports required to Department of Education and other federal and state legal mandate requirements.
KnowledgeMust possess required knowledge and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
Correct English usage, grammar, spelling, punctuation, and vocabulary. Knowledge and familiarity with principles of confidentiality. Principles and methods of budget preparation and expenditure control. Records retention, preservation, and recording. Office management processes and procedures.SkillsMust possess required skills and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
Maintaining an established work schedule. Some positions may be required to work evenings and/or weekends. Maintaining confidentiality of work-related information and materials including sensitive subject matter pertaining to clinical services and high-risk, concerning behavior reports. Effectively using interpersonal and communications skills. Effectively using organizational and planning skills, including the use of attention to detail and follow-through. Compiling and organizing complex material, and summarizing discussions and actions taken in report form. Reviewing and preparing narrative and statistical reports and records. Interpreting and applying rules, regulations, policies, and procedures. Establishing and maintaining effective working relationships. Effective customer-orientation when working with a diverse population.Technology Skills
Use a variety of spreadsheet, word processing, database, and presentation software including Word, Excel, and Power Point. May use social media, work with desktop publishing, and update webpages.Required Work ExperienceThree years related work experience.
Preferred Work Experience
- Five or more years related work experience.
- Demonstrated experience in ability to multi-task, work independently, and within a team atmosphere.
- Experience operationalizing new initiatives and supporting the adoption of new technologies.
- Experience with program planning and implementation of new initiatives.
- Experience in creating expense analyses.
Required EducationAssociate degree.
Four years of related work experience may substitute for this education requirement. Applicants who substitute work experience to meet the education requirement must use additional related work experience to meet the years of "Required Work Experience" for this position. Please note that the college reserves the right to amend these terms of substitution at any time.
- Bachelor degree or college coursework beyond an Associate Degree with a concentration and/or major coursework in the social behavioral sciences.
Special RequirementsLicenses/Certifications; Other
Valid Texas Driver's License and reliable transportation for local Austin area travel and travel between campuses.Other Preferred Qualifications
- Demonstrated ability of establishing relationships with key stakeholders necessary to effectively carry forward related prevention program planning and implementation initiatives on behalf of the college (local businesses, community and health wellness resources, local law enforcement agencies, non-profit agencies, instructional departments, students, etc.).
- Familiarity with different technology platforms such as Maxient and or Titanium.
Work is performed in a standard office or similar environment. Subject to standing, walking, sitting, bending, reaching, pushing, and pulling. Occasional lifting of objects up to 10 pounds.SafetyWork safely and follow safety rules. Report unsafe working conditions and behavior. Take reasonable and prudent actions to prevent others from engaging in unsafe practices.
Information for This Posting Only
This position entails supporting a team that provides specialized services in a high-demand environment encompassing three major areas: behavioral intervention teams, clinical services, and federal and state compliance/regulatory programs.ACC Benefits OverviewFull-time Faculty and Staffing Table employees who work in full-time and/or part-time positions at the College are eligible for ACC medical benefits effective the first of the month after their first 60 days of employment. Benefits include medical, dental, life insurance, short and long term disability, retirement plans and AD&D.
ACC does not participate in Social Security. ACC participates in the Teacher Retirement System of Texas (TRS) and the Optional Retirement Program (ORP-Faculty Only). Part-time and Hourly employees participate in the ACC Money Purchase Plan (ACCMPP) as a retirement program required by Federal law. DisclaimerThe above description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. ACC reserves the right to add, change, amend, or delete portions of this job description at any time, with or without notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by ACC as its discretion to enable individuals with disabilities to perform the essential functions.Austin Community College provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.
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