Administrative Assistant

Collin College•Plano, TX

1d•Onsite

About The Position

Provide administrative support to a department/division and assist with projects, programs, and special events. This position requires processing, maintaining, and verifying data, records, files, and databases related to department/division operations. The role involves assisting with department/division reports, projects, special events, ceremonies, receptions, and/or course schedules. Key responsibilities include greeting office visitors, answering telephones, and responding to requests from various stakeholders. The position also entails collecting, compiling, and disseminating data, maintaining accounting records, and managing correspondence. Establishing effective filing systems, scheduling appointments, and assisting with purchasing office supplies are also part of the role. Additional duties may include scanning and filing class grades, attending meetings, recording minutes, and preparing reports. This is a Security Sensitive position, requiring a criminal background check.

Requirements

Associate degree from an accredited institution required.
Two (2) years of administrative office experience required.
High school/GED and four (4) years of administrative office experience (Equivalency Language).
Intermediate Microsoft Office knowledge
Good knowledge of bookkeeping/accounting
Knowledge of department/division policies, procedures and programs, as well as policies and procedures of outside agencies with whom the department/division interacts
Knowledge of department/division systems
Knowledge of department/division specific equipment and supplies
May require knowledge of adviser menu for issuing degree audits
Good organizational skills
Excellent proofreading skills
Creativity
Excellent interpersonal relationship skills
Collaboration skills
Flexibility
Customer Service skills
Problem solving skills
Conflict management skills
Ability to interact with staff, Board, donors, students, faculty, vendors, and/or Department Chairs
Ability to multi-task
Ability to be self-motivated and meet deadlines under pressure
Ability to operate, understand, and prepare reports using department-specific software and systems
Ability to maintain department information accurately
Ability to pay close attention to detail
Ability to maintain confidentiality
Ability to effectively utilize advanced computer software applications and peripherals
Ability to plan and execute various aspects of programs

Responsibilities

Process, maintain, and verify data, records, files, and databases related to department/division operations; report discrepancies to the director; make corrections as needed.
Assist with department/division reports, projects, special events, ceremonies, receptions, and/or course schedules.
Greet office visitors, answer telephone, and respond to requests from staff members, faculty, students, and other departments.
Collect, compile, and disseminate data; create and distribute reports.
Maintain accounting records related to department/division accounts payable, accounts receivable, check requests, and/or budgets.
Receive, prepare, sort, and classify correspondence, training guides, notices, brochures, and other documents.
Establish systems to effectively maintain and track department/division files, records, and paperwork.
Schedule appointments, meetings, and/or classroom visits for the department/division head.
Assist department with purchasing office supplies and equipment in accordance with department/division policies and needs.
May scan and file class grades by department and instructor.
May attend meetings; record and prepare meeting minutes; compile, copy and distribute related reports or board packets.
Perform other duties as assigned.
Perform all duties to maintain all standards in accordance with College policies, procedures and Core Values.