Administrative Support Specialist

| August 7, 2023

Shawnee Community College

SUMMARY

The Administrative Support Specialist will provide information to callers and visitors, schedule appointments, and maintain and troubleshoot ITV and classroom equipment. The Administrative Support Specialist under the direction of the Center Coordinator will maintain all programs and services provided by the Extension Center.

MINIMUM QUALIFICATIONS

·         Associate Degree in Administrative Assistant or a related field OR Two (2) years of relevant work experience.

Preferred:

·         Proficient with MS Office Products (e.g., Word, Excel, PowerPoint)

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.    Screens incoming calls, schedules appointments, and correspondence, and responds independently when possible. The employee is required to communicate with incoming callers and visitors to the front desk.

3.    Receives inner-office mail, sorts, and delivers to the appropriate person.

4.    Assist with dispersing documents to students or faculty in distance learning classes.

5.    Work collaboratively with other college personnel to ensure services are provided to students.

6.    Follow college policies and procedures.

ACCOUNTABILITY

1.    Maintains and troubleshoots classroom equipment and interactive video equipment, making minor repairs as necessary.

2.    Monitor the extension center supplies and equipment to ensure all is working properly.

3.    Ensure a safe environment is kept for all patrons, which includes campus safety protocol for weather and other campus safety emergencies.

FISCAL

1.    Takes payment for tuition from students, and tracks and prepares transactions to be sent to the bursar.

OTHER

1.    Performs other related duties that may be required by the Center Coordinator (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).

SKILLS AND ABILITIES include the following:

·         Excellent verbal and written communication skills.

·         Excellent organizational skills and attention to detail.

·         Ability to adapt to the needs of the organization and employees.

·         Ability to prioritize tasks and to delegate them when appropriate.

·         Proficient with Microsoft Office Suite or related software.

·         Proficiency with (or the ability to quickly learn) the Polycom interactive video system and Zoom video communication platform.

SUPERVISORY RESPONSIBILITIES

N/A

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 $16 per hour

REQUIRED DOCUMENTS:  Cover letter, Resume, Official Transcript(s)

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Personal Data

Miscellaneous

Education

High School

Certificate (if applicable)

College (if applicable)

Professional References - List references who are not related to you and are not previous employers

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Employment History - Order by last employer first

Employer 1

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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.