Administrative Assistant to Dean of Career & Technology Programs

Shawnee Community College

SUMMARY

Perform high-level clerical work including organizing, scheduling, coordinating, researching, compiling, exchanging, and sometimes analyzing information for the Dean of Career & Technology Programs. The Assistant plays an integral role in assisting the Dean in implementing departmental procedural guidelines and practices for all ongoing projects, programs, and departments under the Dean’s purview. The Assistant also facilitates and executes applicable planning and organizing for office or departmental activities and meetings, as well as internal and external communications and correspondences

 MINIMUM QUALIFICATIONS

  • Associate Degree in Office Administration or a related field OR Two (2) years of relevant work experience.
  • Proficient with Microsoft Office Suite, and Google software

Preferred:

  • Four years of work experience as an Administrative Assistant.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

LEADERSHIP

  1. Create and sustain a supportive College culture that engages employees, recognizes diversity, ensures equity, promotes inclusion, and creates a sense of belonging by fostering an environment of teamwork, accountability, communication and vision.
  2. Anticipate the needs of the Dean and obtain background material for meetings, decisions, projects, and conferences as needed

ADMINISTRATION/MANAGEMENT

  1. Manage the calendar of the Dean, prioritizes and recommends course of action among competing demands on time, referring matters to be handled by others, and controlling access to the Dean
  2. Assist in the preparation and development of course schedules
  3. Assists with divisional & special projects and events for the office of the Dean, including CTE Day.
  4. Coordinate, attend, prepare agenda, reserve space accommodations, and record the minutes for departmental and special meetings as needed, including but not limited to advisory council meetings
  5. Assist with the management of the Perkins V lending library
  6. Assist with the administration of the Perkins V grant and other grants under the direction of the Dean of CTE.
  7. Maintain office supplies inventory and order supplies as needed
  8. Make travel arrangements and associated accommodations as necessary
  9. Prepare invoices and requisitions, spreadsheets, reports, memos, and letters, compile data and other documents
  10. Compose and prepare confidential correspondence, reports, and other complex documents
  11. Use office computer, scanner, printer, and software, including spreadsheets, word processing, graphics, and network applications
  12. Arrange programs, events, or conferences by organizing accompanying logistics for facilities and caterer services, including but not limited to assisting with the bi-annual advisory board meetings

ACCOUNTABILITY

  1. Handle and maintain confidential matters, including conversations, documents, and correspondence as necessary
  2. Attend training as offered internally within SCC and externally as recommended.

FISCAL

  1. Maintain budget tracking for the Perkins V grant and other grants as needed

OTHER

  1. Perform other related duties which may be required by the Dean of Career & Technology Programs (i.e. duties that may not be specifically listed in the class specification or position description, but are generally within the occupational series and responsibility level associated with the employee’s class of work).
  2. General work hours are Monday through Friday, 7:45 a.m. – 4:15 p.m. Evening or weekend hours may be required to participate in other college activities outside of regular working hours.

 SKILLS & ABILITIES include the following:

  • Excellent verbal and written communication skills.
  • Excellent interpersonal skills.
  • Excellent organizational skills and attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Strong analytical and problem-solving skills.
  • Ability to adapt to the needs of the organization and employees.
  • Ability to prioritize tasks and to delegate them when appropriate.

SUPERVISORY RESPONSIBILITIES

Student Worker

CUSTOMER SERVICE STATEMENT

Consistently performs duties with concern, courtesy, and respect for all persons in a prompt and timely manner.  Must work cooperatively with students, employees, government agencies, and community members and be sensitive to issues of student and employee diversity.  Consistently exhibits responsiveness to others in the organization at all levels and responds to requests for assistance from students, staff, and community members in a helpful and timely manner.

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.

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.

Sitting for prolonged periods of time.

WORK ENVIRONMENT 

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

SALARY:  $32,000

REQUIRED DOCUMENTS:  Cover letter, Resume, Official Transcript

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In order to comply with federal laws and assure our affirmative action objectives, we must collect and analyze the information requested below. This information is voluntary and please be ensured that safeguards have been instituted to ensure the information cannot be used as a basis for discrimination during hiring. Your cooperation in supplying this information is greatly appreciated and will not be used for hiring purposes, but for reporting purposes only.

READ CAREFULLY

I certify that all information provided in this employment application is true and complete. I understand that any false information or omission may disqualify me from further consideration for employment and may result in my dismissal if discovered at a later date. I authorize and agree to cooperate in a thorough investigation of all statements made herein and other matters relating to my background and qualifications. I understand that any investigation conducted may include a request for employment and educational history, credit reports, consumer reports, investigative consumer reports, driving record, and criminal history. I authorize any person, school, current and former employer, consumer reporting agency, and any other organization or agency to provide information relevant to such investigation and I hereby release all persons and corporations requesting or supplying information pursuant to such investigation from all liability or responsibility to me for doing so. I understand that I have the right to make a written request within a reasonable period of time for complete disclosure of the nature and scope of any investigation. I further authorize any physician or hospital to release any information which may be necessary to determine my ability to perform the job for which I am being considered or any future job in the event that I am hired. I agree to abide by all rules and regulations in effect at the time of my employment or subsequently initiated.

I UNDERSTAND THAT THIS APPLICATION OR SUBSEQUENT EMPLOYMENT DOES NOT CREATE A CONTRACT OF EMPLOYMENT NOR GUARANTEE EMPLOYMENT FOR ANY DEFINITE PERIOD OF TIME. IF EMPLOYED, I UNDERSTAND THAT I HAVE BEEN HIRED AT THE WILL OF THE EMPLOYER AND MY EMPLOYMENT MAY BE TERMINATED AT ANY TIME, WITH OR WITHOUT CAUSE AND WITH OR WITHOUT NOTICE.

I have read, and understand, and by my signature consent to these statements.

Shawnee Community College is an Equal Opportunity/Affirmative Action Employer.