Administrative Assistant II to the VP of Instruction

Mayland Community College•Spruce Pine, NC

About The Position

Under general supervision, provides administrative support for the Vice-President of Instruction and for full- and part-time faculty. This role involves maintaining various academic and faculty-related documents, managing correspondence, preparing reports, and assisting with administrative processes within the Instructional Services area.

Requirements

Bachelor's degree in Business or a related field, or a bachelor's degree supplemented by an A.A.S. degree in Office Administration.
Three years of professional office experience.
Demonstrated proficiency in Microsoft Word, Microsoft Excel, and Canva.
Considerable working knowledge of the various modules of Colleague, as well as the Microsoft Office Suite.
Considerable working knowledge of professional office, financial management and accounting practices.
Ability to deal tactfully and courteously with members of the Board of Trustees, College staff, students and with the general public.
Ability to assume responsibilities with minimal supervision, exercise initiative, make decisions, and handle routine matters independently.
Considerable discretion in the handling of confidential information and sensitive materials.
Excellent interpersonal, organizational, and time management skills.
Effective written and oral communications.
Ability to maintain effective working relationships with other employees.

Nice To Haves

Experience with Colleague data system
Prior employment in a community college setting

Responsibilities

Maintains course syllabi and faculty load sheets in electronic format.
Works with divisional Deans to ensure all class syllabi are submitted each semester.
Works with confidential information in a discreet manner without disclosing sensitive information.
Works on projects, as assigned by the Vice President of Instruction.
Prepares and sends written and electronic correspondence on behalf of the Vice President of Instruction, as approved.
Prepares Faculty Workload Reports each semester, including three reports per semester and a final division summary report.
Maintains and prepares minutes for various meetings in the Instructional Services area.
Prepares contracts for part-time faculty and staff within the Instructional Services division.
Ensures accuracy of pay in accordance with the current Adjunct Faculty Compensation Matrix.
Enters semester curriculum schedules into Colleague.
Maintains the curriculum schedule through the registration period.
Downloads and maintains updated and new course versions sent from the System Office.
Ensures delivery method is accurate according to state guidelines.
Manages the Teaching Excellence process.
Orders supplies, equipment, and materials for programs as requested.
Prepares and distributes annual faculty calendar.
May assist in preparing academic calendar.
Serves as secretary to the Academic Committee.
Enters updates approved by the Academic Committee.
Enters new and existing Programs of Study for annual approval by the System Office.
Downloads programs approved by the System Office to local CIS and maintains local programs as needed.
Manages and maintains the online catalog.
Prepares and distributes post semester Dean and Honor letters to students.
Assists instructional staff as directed by the Vice President.
Other duties as assigned.