Administrative Assistant, Mathematics

JCCC•Overland Park, KS

10h•Hybrid

About The Position

Provide high-level administrative, clerical, and analytical support for the Mathematics department at Johnson County Community College (JCCC). Handle operational duties to allow the Dean to focus on higher-level strategic tasks. Facilitate effective and efficient operations across the department by managing administrative aspects of the day-to-day activities, including composing correspondence, scheduling meetings, editing and proofreading documents, and handling inquiries. Responsible for managing itineraries, travel and hotel arrangements, and expenses. Attend meetings, take minutes, and transcribe as needed. Assist departmental leadership with reports, contracts, presentations, communications, and departmental performance updates. Compile and maintain departmental records, files, and information. Analyze and interpret data to produce reports. Conduct research as needed. Research information and input data into various software and electronic communications systems to facilitate program operations. Collect financial information and enter it into spreadsheets, consolidating figures into yearly reports. Summarize and provide leadership with the data to be used for long-term planning. Prepare, enter, and review upcoming course schedules for multiple departments in Ellucian Banner, including special parts of the term, different delivery modalities, and specialty courses. Verify all information is accurate before it becomes public and available to stakeholders. Communicate with multiple stakeholders both within the department and throughout the college. Prioritize requests while balancing stakeholder needs. Provide innovative strategies for improving and streamlining operational procedures. Collaborate with students, staff, faculty, and vendors to coordinate and facilitate program operations through phone, email, and written communications. Collaborate with Bookstore staff to coordinate textbook orders with contacts with publishers to have textbooks arrive by the deadline that faculty requires each semester. Serve as a central point of contact for the department and effectively prioritize multiple projects independently. Provide operational support by resolving problems for faculty, staff, and students within the Mathematics department. Collaborate with other branches of the college to support operations. Schedule and coordinate events and take responsibility for communications, logistical planning, and securing resources. Maintain and support departmental budgets by tracking costs, keeping account balances, and running reports. Monitor office supply levels and place orders to replenish supplies, class materials, and equipment. Assist in solving technical and facilities issues. Support the hiring process by scheduling screenings and interviews and helping make travel arrangements for candidates. Assist in the training processes for new employees by working with managers and staff to coordinate the time and location of training and ensure the necessary resources and facilities are available. Conduct research and remain up-to-date with best practices, deadlines, and new technology to support faculty and staff. Manage a complex and frequently changing calendar. Resolve overlapping commitments and protect time for shifting priorities. Schedule and coordinate all aspects of meetings and appointments. Providing accurate information and updates to all participants. Secure space and work with key stakeholders on logistics. Follow up on requests regarding the maintenance of facilities and office keys, keycards, and name badges as needed.

Requirements

High school diploma
Minimum of 3 years of relevant experience
Proficiency in Microsoft Office applications

Nice To Haves

Associate’s degree or higher
Relevant experience in a higher education setting
Familiarity with Ellucian Banner

Responsibilities

Handle operational duties to allow the Dean to focus on higher-level strategic tasks.
Facilitate effective and efficient operations across the department by managing administrative aspects of the day-to-day activities, including composing correspondence, scheduling meetings, editing and proofreading documents, and handling inquiries.
Manage itineraries, travel and hotel arrangements, and expenses.
Attend meetings, take minutes, and transcribe as needed.
Assist departmental leadership with reports, contracts, presentations, communications, and departmental performance updates.
Compile and maintain departmental records, files, and information.
Analyze and interpret data to produce reports.
Conduct research as needed.
Research information and input data into various software and electronic communications systems to facilitate program operations.
Collect financial information and enter it into spreadsheets, consolidating figures into yearly reports.
Summarize and provide leadership with the data to be used for long-term planning.
Prepare, enter, and review upcoming course schedules for multiple departments in Ellucian Banner, including special parts of the term, different delivery modalities, and specialty courses.
Verify all information is accurate before it becomes public and available to stakeholders.
Communicate with multiple stakeholders both within the department and throughout the college.
Prioritize requests while balancing stakeholder needs.
Provide innovative strategies for improving and streamlining operational procedures.
Collaborate with students, staff, faculty, and vendors to coordinate and facilitate program operations through phone, email, and written communications.
Collaborate with Bookstore staff to coordinate textbook orders with contacts with publishers to have textbooks arrive by the deadline that faculty requires each semester.
Serve as a central point of contact for the department and effectively prioritize multiple projects independently.
Provide operational support by resolving problems for faculty, staff, and students within the Mathematics department.
Collaborate with other branches of the college to support operations.
Schedule and coordinate events and take responsibility for communications, logistical planning, and securing resources.
Maintain and support departmental budgets by tracking costs, keeping account balances, and running reports.
Monitor office supply levels and place orders to replenish supplies, class materials, and equipment.
Assist in solving technical and facilities issues.
Support the hiring process by scheduling screenings and interviews and helping make travel arrangements for candidates.
Assist in the training processes for new employees by working with managers and staff to coordinate the time and location of training and ensure the necessary resources and facilities are available.
Conduct research and remain up-to-date with best practices, deadlines, and new technology to support faculty and staff.
Manage a complex and frequently changing calendar.
Resolve overlapping commitments and protect time for shifting priorities.
Schedule and coordinate all aspects of meetings and appointments.
Provide accurate information and updates to all participants.
Secure space and work with key stakeholders on logistics.
Follow up on requests regarding the maintenance of facilities and office keys, keycards, and name badges as needed.

Benefits

Health insurance with some employer paid options
Life insurance & AD&D (employer provided)
Retirement plans (403(b), 457(b), and KPERS)
Employer paid 8% contribution into a 403(b) no match required
Paid time off (vacation, sick, personal, and floating holidays)
14 days of paid holidays
Full tuition reduction for JCCC credit courses (for employee and eligible dependents)
Tuition reimbursement / assistance for non‑JCCC courses for employee
Free access to the Gym on campus for all employees and dependents
Discount to the Hiersteiner Child Development Center