Administrative Assistant to the Dean of Academic Affairs

SUMMARY

Performs high-level clerical work organizing, scheduling, coordinating, researching, and compiling and exchanging (and sometimes analyzing) information for supervisors.  Assists supervisors in implementing office activities and communications, internal and external.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

  • Screens incoming calls and correspondence and responds independently when possible.  The employee is required to communicate with incoming callers, giving appropriate responses in a well-modulated voice and understandable English.
  • Composes and prepares correspondence, reports, and other complex documents.  Uses personal computer, scanner, computer printer, and software, including spreadsheets, word processing, graphics, and network applications. 
  • Submits state/federal grant reports in hard copy and electronically.
  • Enters data and generates reports through the adult education database.
  • Enters data for bridge/transition programs.
  • Enters data for state and federal grants.
  • Assist adult education program director with clerical tasks.
  • Coordinates schedules and makes appointments for the Deans.
  • Professional development and tracking of staff development activities.
  • Prepares requisitions, invoices, reports on the related information about accounts payable.  Collects, tabulates, computes, and prepares data relating to department work.  The employee is required to use basic math to process data related to departmental work.
  • Assists with arranging programs, events, or conferences by arranging for facilities, caterer, invitations, certificates, and programs (example:  Recognition Ceremony, Counselor Retreat, and Program Advisory meetings).
  • Organizes and maintains file system, and files correspondence and other records.
  • Enters and tracks expenses for grants and institution budgets.
  • Take minutes at meetings as required.
  • Maintain inventory reports.
  • Rotation/archiving of files.  Disposal of outdated documents (7 years).
  • Prepares Health Occupation cards and mails to instructors or individuals.
  • Assists with arranging meetings, preparing agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
  • Prepares CTE Staff In-Service packets and prepare program advisory packets.
  • Assists with dual credit activities and correspondence.
  • Assist with preparation of the plays and madrigal ticket sales.
  • Assist with all Career Tech programs including, but not limited to, typing syllabi and new course outlines.
  • Prepares outgoing mail and correspondence, including e-mail and faxes.  Makes copies of correspondence or other printed materials.
  • Regular and punctual attendance is required.  Work hours are Monday – Friday 7:45 a.m. – 4:15 p.m.

To perform other related duties which may be required by the Dean of Academic Affairs & Student Learning (related duties as required are duties that may not be specifically listed in the class specification or position description, but that are within the general occupational series and responsibility level typically associated with the employee’s class of work.)

 

SUPERVISORY RESPONSIBILITIES

Assists with supervision of student worker.

 

EDUCATIONAL SKILLS

Required:

Associate of Applied Science from an accredited institution in secretarial science/office administration or four years work experience in the secretarial field Experience working with Microsoft applications (word, outlook, excel, and access) and Data Based Systems. 

The candidate must have strong oral, written & interpersonal skills.

 

PHYSICAL DEMANDS  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Lifting:  Raising objects from a lower to a higher position or moving objects horizontally from position-to-position.  Lifting items up to 20 pounds in weight.

Repetitive Motions:  Substantial movements (motions) of the wrists, hands, and/or fingers.                 

 

WORK ENVIRONMENT  

Work is primarily in an office/school environment.  Noise levels usually are moderate.

 

SALARY     $30,600 – $36,600


Applying for Positions

A Shawnee Community College application for employment is required for all positions. Official transcripts, a letter of application, resume, copies of applicable certificates, and two (2) letters of reference must accompany the employment application.

Employment Application

Applications should be submitted by email to:

emilyf@shawneecc.edu

or by US mail:

Emily Forthman, Human Resource Director
Shawnee Community College
8364 Shawnee College Rd.
Ullin, IL 62992

For advertised and/or posted position announcements, applications will be accepted until the position is filled.
For more information, contact the Human Resource Office at (618) 634-3223.

The Human Resource Office at SCC is open between 8:00 am and 4:00 pm, Monday through Friday, except for holidays.