Administrative Assistant Applied Technology

Midland College•Midland, TX

2d•Onsite

About The Position

The Administrative Assistant, serving as the Division Secretary for Applied Technology at Midland College, works with the Dean to manage division operations and provides day-to-day office management. The position supervises clerical and student office help, maintains division budget transactions and program data, prepares Personnel Status Forms, and maintains the division web page for accuracy and updates. The role also provides information to the public about division course offerings. The position coordinates schedules, correspondence, payroll and leave records, purchasing, hiring procedures, meetings, events, course schedules, interviews, and program records. It supports activities and operations at the Advanced Technology Center (ATC) and Cogdell training center, coordinates with campus departments and external agencies, and maintains records, agreements, inventory, schedules, and promotional materials. Other duties may be assigned. The work environment is a typical office. Business hours are Monday through Thursday, 8:00 a.m.–5:00 p.m., and Friday, 8:00 a.m.–12:00 p.m.; summer hours are Monday through Thursday, 7:30 a.m.–5:30 p.m. Periodic evening and weekend hours may be needed during peak periods, and occasional travel is required (less than 10%).

Requirements

High school diploma or equivalent and two years of clerical and general office experience, or an associate degree or equivalent (60 college credit hours).
Strong communication skills and organizational ability.
Excellent computer skills and proficiency with Microsoft Windows, including Microsoft Word and Excel.
Interpersonal, communication, and social skills.
Ability to work in a fast-paced environment with interruptions and detail-oriented tasks.
Ability to handle varied division tasks, including payroll, course and faculty scheduling, room scheduling, mailings, grant management, special events, hospitality, and related paperwork.
Knowledge of computers, fax machines, scanners, and multiline phone systems.
Ability to remain in a stationary position 50% of the time and sit or stand for long periods.
Ability to move to other campus locations occasionally and use a keyboard repetitively at a workstation.
Manual dexterity and ability to frequently communicate and exchange accurate information.
Ability to frequently move equipment or paperwork weighing up to 25 pounds.
Ability to work indoors and occasionally outdoors, work extended hours, and attend Midland College or community events.
Employment offer is contingent on a satisfactory criminal background investigation; all Midland College positions are security-sensitive.

Nice To Haves

Associate degree.
Experience working in a community college or related clerical experience.
Experience in payroll, budgeting, and purchasing.
Understanding and experience with faculty load, course scheduling, and curriculum development.
Knowledge of Jenzabar, ImageNow, SharePoint, Campus Connect, and Outlook or similar systems.

Responsibilities

Coordinate the Dean’s schedule, arrange appointments, answer telephone calls, process work requests, and manage correspondence.
Communicate and share relevant information with Midland College programs, departments, counseling, and administration.
Compile division data for reporting purposes.
Develop, enter, and proofread the dual-enrollment schedule and maintain schedule changes.
Develop and maintain Faculty Qualifications Summaries.
Manage purchasing and requisitions, reconcile the budget, and oversee ordering and stocking materials and equipment for division departments and current grants.
Maintain timesheets and leave requests, review transmittals, enter payroll data, and work with department or program chairs and staff on timesheets as needed.
Coordinate, assist with, and supervise division and college activities, including division meetings, advisory meetings, and recruitment.
Compile and maintain grant files.
Provide division program information to students as needed.
Maintain articulation and contractual agreements.
Supervise clerical and faculty-pool office help.
Coordinate hiring procedures for part-time personnel and faculty, including applications, background checks, required documentation, and preparation of PSFs.
Coordinate and schedule full-time faculty and staff interviews and serve on interview committees as needed.
Maintain and monitor syllabi for accuracy.
Act as liaison between the Advanced Technology Center and Cogdell training center and the main campus, including coordinating necessary paperwork.
Represent Midland College in correspondence and interactions with external agencies.
Oversee and coordinate activities at the ATC.
Attend professional development activities.
Maintain division program inventory across multiple locations.
Coordinate travel requests with faculty and staff.
Coordinate book requisitions with the Bookstore and faculty.
Maintain required records for programs at the ATC.
Maintain the division’s college web page and create promotional materials for college and division events.
Evaluate and replace division computers.
Coordinate and maintain the ATC room-utilization schedule.
Maintain catalog changes and update the master file.
Assist with faculty and lab evaluations.
Perform other duties as assigned.