Administrative Assistant I, Biology #20197

Utah, United States
$33,656.00 - $33,656.00
Apr 28, 2021
Employment Level
Employment Type
Full Time
Job Summary

Salt Lake Community College is in the Salt Lake Valley, nestled in the beautiful Wasatch Mountains. This area boasts more than just winter recreation; it is also the cultural heart of Utah. The cities and surrounding area offer year-round, world-class recreation, sporting events, history, arts, and entertainment. Utah consistently earns top accolades for its exceptional economy, affordable cost of living and strong communities.

Salt Lake Community College, an open access institution, strives to be a model for inclusive and transformative education and therefore is seeking an administrative assistant who is skilled in handling routine and advanced office duties to join an academic department whose primary mission is to cultivate an environment of respect and empathy that is advanced by diverse cultures and perspectives.

Under minimal supervision, the purpose of this position is to provide secretarial and general administrative support to the Associate Dean of Biology. The person hired for this position should be able to make decisions within the scope of the job description and duties and serve as an initial point of contact by maintaining office hours, answering phones, and greeting visitors. They will be expected to work and communicate with all levels of administration, faculty, staff, students, and visitors in an equitable and inclusive way as well as support the department, school and college strategic initiatives when requested. The successful candidate will be proactive in putting together calendars, scheduling meetings, providing accurate responses to inquiries, following-up with action items, and carrying on the work of the office in the absence of the Associate Dean. They must be able to work with and safeguard confidential documents while maintaining confidentiality as well as adhere to all SLCC policies and procedures.

Essential Responsibilities and Duties

Manage the general affairs of the Biology office including its associated programs, courses, faculty, staff and students. General duties include maintaining office hours, fielding telephone calls (including the Associate Dean’s), receiving and directing students and visitors, providing general office support to the faculty and staff.
Perform administrative functions including, but not limited to, completing personal action paperwork, payroll (time-entry, adjunct contracts, load documents etc.), purchasing (P-card, requisitions, purchase orders, bids etc.), budgeting (creating, processing and/or reconciling of fiscal and budgetary documents etc.), completing department inventory, and handling travel arrangements.
Perform secretarial functions for the Associate Dean by composing correspondence, completing word processing tasks, scheduling (semester classes, faculty evaluations, student appointments, events etc.), maintaining calendars, taking minutes, coordinating activities with other areas of the College etc.
Provide technological support to the Associate Dean including but not limited to researching and analyzing information and data (program and course assessments and reviews, lab fee evaluations, grade distributions etc.), using/maintaining databases, creating spreadsheets (e.g. budgets, purchases etc.)
Maintain department electronic repository site (I Drive) and faculty tenure files, update and maintain department website and assist in marketing of department programs.
Maintains a high level of professionalism and confidentiality related to communication with all internal and external community members associated with the college.
Other duties as assigned.

Essential Responsibilities and Duties Continued   Preferred Qualifications

Familiar with Salt Lake Community College Policies and Procedures including personnel and employment actions, adjunct contracts, time-entry, purchasing, inventory, curricular processes etc. and the Banner system.

Prior experience as an administrative assistant in an academic setting.

Minimum Qualifications

Education and Experience:
Minimum of two years post high school education or training and two years of related, paid full-time work experience in an office environment. Additional related education/training may be substituted with one year of education/training equal to one year of the required work experience (One year of education and training equal to one year of the required work experience).

Must have superior organizational skills, the ability to handle confidential information, excellent oral and written communication skills, above average computer skills and a willingness to learn new skills.

Must be a self-starter, self-motivated, and well-organized individual and have a strong attention to detail. Must have a positive attitude with a focus on providing great customer service, meeting deadlines, and working independently or as part of a team.

Knowledge, Skills & Abilities

Knowledge of computers; specifically, Microsoft Office Suite and Banner are preferable.
Knowledge of general office methods, operations, policies and procedures to operate an efficient office.
Knowledge of general accounting practices, budget preparation and management.
Knowledge of purchasing procedures (P-cards, requisitions, purchase orders etc.).
Knowledge of general human resource procedures (new-hire documentation, compensation (adjunct contracts, load documents, one-time payments) etc.)
Knowledge of College Policies, Procedures, and operational efficiencies.

Must have excellent problem solving and people skills.
Must have formal training in office procedures and use of office equipment.
Must have superior organizational skills and accuracy.
Must have business English, math, spelling, punctuation, proofreading, and vocabulary etc.
Must have meeting management skills including scheduling, agenda preparation and taking, editing and distributing minutes.
Must have word processing, spreadsheet, report writing, email, scheduling, website and database management skills.
Must be technologically literate and innovative.

Must have ability to perform job functions with minimal supervision.
Must have ability to perform well under pressure and “think on feet” when dealing with students, faculty and issues as they arise.
Must have ability to perform clerical tasks efficiently within a hectic and possibly, stressful environment including the ability to appropriately prioritize tasks.
Must have ability to operate word processors and other office equipment.
Must have ability to communicate and relate professionally with a diverse population.
Must have ability to communicate accurately and clearly both orally and in writing and display strong interpersonal skills.
Must have ability to follow written and oral instructions effectively that ultimately produces quality work in a timely manner and/or meets specific deadlines.
Must have ability to organize and perform multiple clerical tasks effectively with minimal supervision.
Must have ability to work with and safeguard highly confidential material such as personnel files.
Must have ability to research and analyze information.
Must have ability to continually learn and incorporate new methodologies in job duties.
Ability to communicate effectively with a broad range of diverse people, ability, culture, and ethnic background, to maintain good working relationships across the College.
Ability to work with all groups in a diverse academic, socioeconomic, cultural, and ethnic background of community college students, faculty, and staff, including those with disabilities.

    Special Instructions

More information about Salt Lake Community College benefits:
Full consideration will be given to applicants who apply on or before the priority review date indicated above.

FLSA Non-Exempt SLCC Information

Salt Lake Community College (SLCC) is fully committed to policies of equal employment and nondiscrimination. The College does not discriminate on the basis of race, color, national origin, age, sex, sexual orientation, gender identity, genetic information, disability, religion, protected veteran status, expression of political or personal beliefs outside of the workplace, or any other status protected under applicable federal, state, or local law.

SLCC is a participating employer with Utah Retirement Systems (“URS”).

This position may require the successful completion of a criminal background check.

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