Administrative Associate - Dean, Counseling and Libraries

El Paso Community College•El Paso, TX

13d•Onsite

About The Position

The Administrative Associate provides administrative support in an office environment, handling complex, technical, and confidential tasks. The position requires judgment and discretion to manage administrative matters in accordance with policy when the supervisor is absent or to relieve the supervisor. Decisions may affect a program or a campus or multiple campuses. In-person work on campus is an essential function. The role supports office operations and procedures, provides direction and training to administrative support staff and student workers, and handles correspondence, records, reports, course-related documents, and confidential information. It also supports fiscal processes, purchasing and supplies, meetings and events, travel arrangements, and preparation of materials for Board of Trustees meetings. Other related duties may be assigned.

Requirements

Associate’s degree and three years of related experience, or an equivalent combination of education and experience demonstrating the required knowledge, skills, and abilities.
A transcript reflecting completed coursework and degrees conferred must be submitted with the application; the candidate must be fully qualified at the time of application.
Effective oral and written communication skills.
Ability to handle confidential information.
Ability to establish and maintain effective working relationships.
Effective customer service skills.
Proficiency with Microsoft Office Suite.
Ability to maintain current social media websites.
Effective time-management and organizational skills.
Ability to analyze and interpret data.
Must undergo a criminal background check as permitted or required by applicable law and college policies and procedures.
Must provide documentation verifying employment authorization eligibility and identity before employment.

Responsibilities

Assist with coordinating and administering office operations, including establishing and implementing office practices and procedures.
Assist with changes to policies and procedures.
Provide work direction and training to other administrative support staff and student workers.
Perform complex and confidential administrative support duties, including composing and typing routine correspondence.
Conduct research, compile and type statistical reports, and verify their accuracy.
Respond to routine correspondence under own signature or draft responses to more complex correspondence for the supervisor’s review.
Organize and maintain routine and confidential files, correspondence, and other records.
Assist with preparing course-related documentation, including rosters and personnel-related documents.
Greet visitors; respond to or refer questions; answer and screen telephone calls; and schedule and arrange conference calls.
Read, route, and respond to incoming and outgoing mail and correspondence, including email and faxes.
Assist with fiscal tasks, including monitoring expenditures, verifying charges, and resolving issues.
Prepare and process check requests, purchase requisitions, budget transfers, and journal entries.
Order and maintain supplies and arrange equipment maintenance.
Coordinate large ordering processes, such as textbook orders.
Coordinate and arrange meetings and conferences; prepare agendas and materials; distribute summaries of proceedings; reserve and prepare facilities; and record and transcribe meeting minutes.
Arrange and coordinate catering, travel schedules, and reservations, including related expense reports.
Process abstracts for Board of Trustees meetings, including proofreading and checking grammar and format, reviewing account budget information, gathering supporting documentation, and meeting the submission deadline to the President’s office.
Perform other related duties as assigned.