Office Associate - English

Requisition ID: req3742

Job Title: Office Associate - English

Department: Academic Affairs

Location: Columbus Campus

Employment Type: Staff

Employment Status: Board Approved

Bargaining Unit: Non-Bargaining Unit

FLSA Status: Non-Exempt

Compensation Type: Hourly

Compensation: $15.75

Schedule: M-F, 8am - 5pm

Job Description:

Position Summary

The Office Associate, English, provides general administrative, clerical, project, and legal case management support for a department, division, or other area. This role utilizes basic or advanced office and research skills depending upon position assignment and skill level demands. The incumbent is typically assigned to work within a given department, division, or other area and therefore assumes responsibility for administrative, clerical, and support tasks specific to the assignment. This position also supports the academic functions of all department programs, programmatic accreditation functions, faculty, and Chairperson.

Core Competencies Required

Professionalism, Managing Work, Continuous Improvement, Customer/Student/Employee Focus, Collaboration, Positive Approach, Quality Orientation, Leveraging Feedback, Communication, Planning & Organizing

ESSENTIAL JOB FUNCTIONS

Clerical

Provides administrative and clerical support to Chairperson, faculty, and staff. Maintains and sets up a filing system that is virtual and physical. Files, organizes and cross-indexes files. Completes and process forms, records, and other documents in accordance with established procedures. Organizes the ordering and storing of supplies as needed. Assists the department in scheduling meetings, including invitations, parking passes, and room scheduling. Assists with special events by coordinating rooms and partnering with other departments to ensure successful set-up and execution of special events. Maintains confidential or sensitive records and information. Assists faculty with bookstore purchases for books and classroom supplies.

Provides support for accreditation site visits and self-study materials. Work with programs to help edit program webpages as needed. May be assigned to originate correspondence on behalf of Chairperson and maintain signature authority on delegated routine matters. Maintains confidential or sensitive records and information.

Customer Service

Provides customer services within assigned department or functional area to students, general public and others by: furnishing and obtaining information; resolving routine problems; assisting with procedures, processes and requirements; performing other customer service responsibilities, as necessary. Maintains exceptional public relations and customer service to the general public, students, faculty, staff and others. Greets and routes students and other visitors to the appropriate place, answers telephone, routes calls, takes messages, and provides general information about the department.

Initiates work orders such as housekeeping, general maintenance, etc. and follows through until completion. Furnishes and obtains information and works to resolve issues with the chair. Assists with setting up interviews and provides applicant information to the program hiring using Cornerstone. Aids with the department work study students to help cover projects needed to be completed. Communicates with faculty and staff regarding messages and student questions in a timely manner.

Financial

Monitors the program budget accounts and informs the faculty on the amounts left in the accounts, as needed.

Diversity, Equity, & Inclusion

Fosters and maintains a safe environment of respect and inclusion for faculty, staff, students, and members of the community.

Other Duties and Responsibilities

Attends all required department meetings and training. Works a flexible schedule including overtime as required and approved to meet workload demands.

Usual Physical Requirements

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions described in this position description. While performing duties of this job, the employee regularly exhibits digital dexterity when entering data into computer. The employee frequently sits for periods of time, stands, and walks. Employee converses verbally or manually with others in person as well as by telephone. Vision demands include close, relatively detailed vision when focusing on computer screen. Employee occasionally lifts up to 10 pounds.

Working Conditions

Normal office working conditions. Regular exposure to moderate noise typical to business offices.

Knowledge, Skills and Abilities: Knowledge of: standard office procedures and practices; office administration; business English word usage, spelling, sentence structure, and punctuation; business and legal formats. Skill in: excellent verbal and written communication; organization; customer service; conflict resolution; general typing (35-55 wpm); application of job software including word processing and spreadsheets; proofreading standard business correspondence and other written documents; customer service; office organization; creating functional report formats; verbal and written communications; performing mathematical calculations including addition, subtraction, multiplication, decimals, percentages and fractions. Ability to: develop and maintain effective working relationships with associates, vendors, students, telephone users and general public; maintain confidential and sensitive information; use good judgement; perform complex tasks and prioritize multiple projects; effectively communicate information in oral and written forms; listen and participate in collaborative work; develop and maintain effective working relationships with colleagues and stakeholders across the College; effectively work with persons of varying cultures and diversity; problem solve effectively; exhibit a pleasant public manner and telephone etiquette; originate correspondence; work independently.

Minimum Qualifications:

High School Diploma or GED and at least one year experience in a customer service position, with general computer skills using job-related word processing and spreadsheet software. State Motor Vehicle Operator's License or demonstrable ability to gain access to work site(s).