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Administrative Secretary, Academic Affairs

Employer
Lee College
Location
Texas, United States
Salary
Salary Not specified
Posted Date
Jul 22, 2022

View more

Position Type
Executive, Other Executive
Employment Level
Administrative
Employment Type
Full Time
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Administrative Secretary, Academic Affairs


Salary:
Job Type: Full-Time
Job Number: FY2300097
Location: Main Campus - Baytown, TX
Division: Provost/Academic & Student Affairs

Position Overview

Starting salary range is $37,211 to $41,867. The initial salary offer is commensurate with education and related work experience.

Provide administrative support to the Associate Vice President of Academic Affairs and instructional divisions, including the library and campus personnel for both on and off campus sites. Work with the general public, students, and agencies to answer or direct inquiries about the college.

Essential Duties & Responsibilities

  • Support the Associate Vice President of Academic Affairs in the administration of academic programs.
  • Supporting the divisional secretaries is one of the most important and difficult duties of this position. It includes training new division secretaries when they are hired.
  • Continuous training, guidance, and support to division secretaries regarding the entry into PeopleSoft of course schedules, teaching assignments, textbook adoption, room scheduling, budget, and purchase requests, and general campus policies and projects
  • Maintain and monitor divisional budgets, grants, and budget amendments.
  • Work with finance on the Fiscal Year budgets. Train secretaries on how to keep track of their budgets and monthly shadow budgets.
  • Monitor Division Secretaries' Timesheet and serve as backup for 13 departments.
  • Prepare purchase requests, credit card approvals, and travel requests for the AVPAA and areas reporting to the AVPAA.
  • Coordinate the collection and processing of documentation that is legislatively mandated and/or essential for instructional operations information including state licensure reports, course syllabi, faculty CVs, textbook adoption, census rosters, assessment data, etc.
  • Manage academic honesty cases and student complaint cases in Maxient.
  • Prepare reports for the State on new/updated program plans for catalog. Compile data for use in local, regional, and state reports.
  • Research, develop, compose, analyze, and distribute information in a variety of methods.
  • Assist with class scheduling and student registration.
  • Activate new full-time and adjunct faculty in PeopleSoft.
  • Manage course notes in PeopleSoft.
  • Prepare and submit Board of Regents Action Items to the AVP of Academic Affairs for approval.
  • Maintain the AVP of Academic Affairs' Outlook calendar.
  • Plan and manage events such as Adjunct Mixer and Tech Night and assist with setup, advertising, media coverage, and meals.
  • Prepare for meetings; setup, media, and ordering meals if required.
  • Take notes and prepare minutes for Division Chairs' meetings.
  • Supervise student assistant.
  • Order and manage office supplies.
  • Assist in preparing academic semester and yearly course schedule.
  • Assist visitors and students in a pleasant and professional manner.
  • Manage correspondence, mail, photocopying, and answering phones.
  • Update the portal with dates, documents, links and procedures as needed.
  • Maintain the office area in a fashion which exhibits a professional atmosphere.


  • Additional Duties & Responsibilities

  • Provide clerical support as needed to Finance & Administration departments.
  • Work with the general public, students, and outside agencies.
  • Assist office visitors.
  • Manage office supplies.
  • Perform other duties as assigned.


  • Minimum Education, Experience, Knowledge, Skills & Abilities

  • Associate degree required or must have successfully completed sixty (60) college credit courses or an equivalent combination of education and experience
  • One (1) year of related work experience
  • Proficient with Microsoft Office suite
  • Excellent technology skills, scanning software, online/email correspondence, travel arrangements, basic internet research skills
  • Excellent oral and written communication skills
  • Ability to work collaboratively with faculty, administrators, and other staff members. Ability to make balance judgments and decisions
  • Ability to work well with individuals from diverse backgrounds
  • Must be proficient in composition, spelling, and proofreading in order to produce meeting minutes
  • Must be flexible and possess the ability to work with minimal supervision. Available to work evenings and weekends when necessary




  • To apply, please visit https://www.schooljobs.com/careers/lee/jobs/3648694/administrative-secretary-academic-affairs




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