Office Assistant- Office Technology

Central Texas College•Killeen-Central Campus, TX

1d•Onsite

About The Position

Responsible for providing advanced administrative support to the Department Chair, ensuring the smooth operation of departmental activities. This role is vital in maintaining an organized and efficient working environment and facilitating communication both within and outside the department. Additionally, responsible for a wide range of complex administrative and clerical tasks, including data management, report generation, scheduling, and initiating and tracking purchase orders. The Office Assistant II exercises independent judgment and initiative in coordinating departmental operations, preparing reports for compliance and accreditation, and managing data essential to budget tracking and program evaluation. The incumbent serves as a key point of contact for faculty and staff, ensuring the efficient flow of information and the effective implementation of departmental procedures.

Requirements

High school or GED required.
Four years wage earning clerical experience, or certification / successful completion of relevant trade school (30 college credits) and one-year wage earning clerical experience related to office administration or office management, with a demonstrated ability to efficiently handle a broad range of administrative tasks.
Proven experience in handling confidential information and utilizing office also essential.
Advanced proficiency in Microsoft Office Suite and database or online scheduling systems
General office procedures and best practices in administrative support
Basic data management and record-keeping practices
Structure and content of the English language
Institutional processes related to budgeting, purchasing, and compliance
FERPA and confidentiality regulations
Use of database systems and spreadsheet software for data analysis and reporting
Maintain confidentiality and handle sensitive information with discretion
Manage time effectively, prioritize tasks, and meet deadlines
Manage and analyze departmental data, budgets, and reports
Coordinate multiple projects and departmental functions simultaneously
Prepare and deliver information in an organized, logical way
Foster constructive and collegial relationships with faculty, students, and staff
Operate and troubleshoot office equipment
Establish efficient administrative systems to enhance departmental productivity and student support
Anticipate and resolve administrative issues before they escalate
Work independently and exercise sound judgment in decision-making
Pay attention to details
Communicate clearly, concisely, and courteously in written and verbal format
Maintain focused attention on tasks over time and accurately remember information, procedures, and details
Adapt to changing priorities and manage multiple tasks simultaneously
Interpret and apply complex policies, procedures, and regulatory guidelines.
Support accreditation, grant, and program review activities through data collection and report preparation
Collaborate across departments to ensure compliance with institutional timelines and reporting requirements.

Nice To Haves

Associate's Degree preferred.

Responsibilities

Manage overall office organization and ensure compliance with institutional policies and standards.
Maintain scheduling and event calendars.
Retrieve, route, and distribute department mail; Answer phones, greet visitors, and direct inquiries.
Inventory and track office supplies, ensuring timely reordering of new materials.
Maintain a professional work environment, which includes (but is not limited to) establishing work procedures and schedules; sharing information useful for effective and efficient operations; and communicating effectively.
Create, maintain, and enter information into databases.
Process and maintain accurate documentation for student enrollments.
Proofread and edit correspondence, reports, and records.
Track program budgets and provide consistent updates.
Prepare, track, and process purchase orders and invoices.
Work with the Grants office to ascertain information to make purchases using grant funds.
Schedule meetings, send invitations and reminders, and confirm meetings.
Prepare and distribute agendas and meeting minutes.
Coordinate special meetings and events; participate in campus meetings and events as needed.
Generate routine correspondence and distribute it appropriately.
Proofread and edit correspondence, reports, and records.
Collaborate with internal and external stakeholders to ensure completion of tasks and activities.
Process all information with discretion and prudence.
Arrange travel for department faculty and staff as needed.
Process work orders.
Coordinate departmental scheduling of courses, classrooms, and faculty assignments.
Provide timely reporting of matters related to enrollments (i.e., census rolls, final grades, etc.).
Process compensation documents for overloads.
Prepare department reports of varying complexity and frequency.
Ensure reports are completed on time and are accurate.
Assist with preparation of materials and data for accreditation, compliance, and program review.
Perform other duties as assigned by the Department Chair