Academic Division Assistant - Social and Behavioral Sciences

Central Arizona College•Central Arizona College- Signal Peak Campus - Coolidge, AZ

7d•Onsite

About The Position

The Academic Division Assistant will perform a variety of complex office/clerical duties in support of the Social and Behavioral Sciences Division, which requires knowledge of a complete and specialized function. This role serves as a primary reference source for functions to assist students, employees and/or departments in resolving discrepancies or procedural problems utilizing knowledge of specialized functions, and responds to technical administrative questions ensuring appropriate and necessary follow-up is performed. The position may also oversee the work of others for special projects or assignments, assist with division events, and assist in student registration on an as-needed basis. The position may perform other duties commensurate with the functions and level of the position to include participating in committee assignments and the recruitment and retention of students.

Requirements

Associate's Degree (60 credits) and two (2) years related experience - OR - four (4) years related experience in lieu of education
Knowledge of policies, procedures, methods and techniques associated with processing and disseminating information and supporting documentation
Computer database and entry skills including accessing on-line systems to download or upload files or records
Knowledge of college policies and procedures pertaining to the area assigned
Basic mathematical and computational functions
Knowledge of computer systems, hardware and software used in processing departmental College documents
Ability to review documents and/or records for completeness, verifying accuracy and processing according to established procedures
Ability to provide information and training pertaining to the area assigned to students and staff
Proficiency in the use of modern office equipment, computer hardware and software
Ability to multitask
Ability to communicate effectively both orally and in writing and in the use of proper English and grammar
Ability to organize and complete tasks according to established schedules and to meet deadlines
Ability to work independently and as a member of a team in accomplishing tasks
Ability to analyze situations, develop solutions and make independent decisions based upon established guidelines

Responsibilities

Perform the full-range of administrative support duties in the assigned department.
Serve as a primary reference source for functions to assist students, employees and/or departments in resolving discrepancies or procedural problems utilizing knowledge of specialized functions, responds to technical administrative questions ensuring appropriate and necessary follow-up is performed.
Provide information and/or training in policies and procedures and district practice and then apply to area of assignment.
Assist in resolving student/instructor concerns.
Process applications, assignments, students and faculty records and/or forms by: verifying information, entering data into computer system, securing appropriate signatures, forwarding to other departments and/or agencies for processing.
Retrieve, receive and compile data from multiple sources, compare information to verify accuracy and prepare informational and/or statistical reports detailing requisite data according to established guidelines.
Input and update districtwide course schedules for department or area assigned, making modifications as needed.
Organize and transmit information electronically to other agencies and/or departments for processing.
Review reports and printouts to identify and trace data source and make necessary corrections when appropriate.
Perform technical or complex verification and reconciliation activities.
Track and monitor department budget accounts, record expenditures and generate specialized reports for their department.
Confer with supervisor to prioritize work processes, plans, actions to be taken and appropriate work assignments/schedules for office, provide information, and receive instruction and guidance.
Maintain supervisor and/or department calendar, schedule appointments and meetings.
Arrange travel and lodging support for division members when appropriate.
Manage multiple priorities and tasks simultaneously and makes decisions according to established guidelines and procedures.
Sorts and distributes mail and assists with the preparation of bulk mailings as required.
Maintain department bulletin boards.
Provide administrative support to department meetings.
May oversee the work of others for special projects or assignments to ensure that all deadlines are met and that the project is completed according to specific requirements.
Assist with division events as needed and may be needed for occasional weekend events.
Assist in student registration on an as needed basis.
Participate in committee assignments and the recruitment and retention of students.