Administrative Assistant Jobs

About The Position

Requirements

• Associate’s degree from an accredited institution and two (2) years of experience in administrative support roles.
• Knowledge of internal processes
• Knowledge of college district operations application tools such as Workday and Modern Campus
• Knowledge of federal, state, and college rules and regulations regarding education, training, and procurement
• Knowledge of budget development, district strategic goals/initiatives, program management, and Business Office fiscal procedures
• Business writing skills
• Verbal and written communication skills
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Listening and interpersonal skills
• Customer service skills
• Ability to follow-up with vendors and other departments
• Ability to use multiple software systems
• Ability to maintain confidentiality of student records
• Ability to use office equipment including phone, printer, and fax scanner
• Positions in this class typically require talking, hearing, seeing, grasping, standing, walking and repetitive motions.

Nice To Haves

• Bachelor’s degree and two (2) years of experience in an academic or continuing education environment.

Responsibilities

• Work closely with Human Resources and Payroll to maintain accurate labor distribution of department staff, full and part-time. Ensure proper submission of accurate payroll reports.
• Maintain department status reports on topics such as grants; professional development activities and travel; and FMLA absences for full-time staff.
• Maintain current knowledge of relevant college policies, processes, and procedures appropriate to such duties as instructor workload, special contracts, compensation, and schedule building.
• Represent the executive director in communication with students, volunteers, faculty, staff, general public, providing accurate information in a timely and courteous manner.
• Support the executive director in outreach and partnership activities.
• Back up the executive director in organizing the review and editing of college publications related to the department and programs, including electronic publications.
• Assist the executive director in maintaining all media forms, online and print, associated with the division.
• Maintain Advisory Committee responsibilities to include, but not limited to, working with the assistant directors and program managers to schedule meetings, notifying committee members, taking and typing minutes, maintaining committee files.
• Maintain Collin College's continuing education course inventory data.
• Maintain course revisions and catalog edits.
• Assist with budget management, tracking, and monitoring.
• Research and resolve budget discrepancies with the Business Office.
• Initiate and manage all departmental purchases from requisition to payment.
• As requested by the executive director, work with assistant directors and the executive director, assisting as needed with the inputting, proofing and revision of class schedules, researching and preparing statistical reports related to class schedules, enrollments and other topics.
• Process division purchase requisitions for supplies and equipment, follow up on the requests and maintain relevant records of all purchasing.
• Facilitate monthly payroll for instructional staff.
• Provide clear and precise communication with employees at all levels, with students, and with community members.
• Review communications of various types and refer to the appropriate department, faculty or staff for disposition.
• Prepare communication as requested and ensure all documents and correspondence is filed appropriately.
• Collect data and prepare reports as requested.
• Research information and complete forms, verify a wide variety of information for appropriate communication as requested and according to laws, policies and procedures.
• Schedule meetings, seminars, and professional travel for the CE team.
• Take and distribute meeting minutes and maintain all relevant files.
• Build and schedule CE classes for Workday/Modern Campus input, coordinating with directors and coordinators to proof and revise class schedules.
• Manage room requests and changes and assist in notifying students of cancellations.
• Instructor Onboarding: Facilitate the instructor onboarding process, including completing all necessary HR and I-9 documents.
• Manage office supplies and equipment inventory.
• Greet office visitors, answer the telephone, and respond to requests from staff, faculty, and students.
• Monitor and assist in updating and maintaining webpages to reflect changes to CE courses and programming.
• Assist and edit forms for curriculum course development and submission.
• Assist with special events, ceremonies, and receptions.
• Maintain confidentiality of student records (in compliance with the Family Educational Rights and Privacy Act).
• Perform other duties as assigned.
• Perform all duties and maintain all standards in accordance with college policies, procedures and Core Values.