Administrative Assistant IV

Position Details

Position Information

Posting Number
AS294P

Position Title
Administrative Assistant IV

Contract Length
N/A

Class Summary

Provides a variety of administrative support duties in the Lifelong Learning Program.

Candidates Eligible to Apply
Internal/External

Position Type
Non-Exempt Staff

Employment Status
Full Time

Position Funding Type
Regular

Posting Detail Information

Minimum Education/Training/Experience

Minimum of forty-five (45) college credit hours; however, twenty-three (23) of the required forty-five (45) credit hours may be substituted with one and one-half (1-1/2) years directly related work experience. If work experience is used as a substitute for minimal education requirement, it cannot also be used to qualify for minimum work experience.
Three (3) years’ experience in providing administrative support to multiple programs.
Experience: Microsoft Office Suite

Preferred Education/Training/Experience

Associates degree and 5 years of administrative experience.

Minimum Knowledge & Skills

· Business math

· Use of Microsoft Office computer applications involving the design and management of databases or spreadsheet files and the development of special report formats

· Complex or technical office practices and procedures

· Record keeping practices; student/faculty records

· Ability to multi-task

· Making accurate mathematic calculations in monitoring the budget

· Performing technical, specialized, complex, difficult, or basic technical office support work

· Operating standard office equipment; reading and explaining rules, policies, and procedures

· Compiling and summarizing information and preparing periodic or specialized reports

· Organizing own work, setting priorities, and meeting critical deadlines

· Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the public, etc. sufficient to exchange or convey information and to receive work direction

· Performs such office support activities as opening/closing facilities, preparing purchasing and work order requests

Preferred Knowledge & Skills

None

Licensing/Certification Requirements

None

Job Duties

Primary responsibilities will be focused on the following job duties:

STUDENT / FACULTY SUPPORT
· Performs specialized administrative support work related to planning, organizing, and coordinating Lifelong Learning program activities
· Assists Welcome Center with phone calls and walk-ins, providing program information, and completing student registrations
· Designated superuser in Lumens registration software system, responsible for course entry and management (revisions, cancellations, waitlists), account creation/user role assignments, enrollment and HR reports, and student information management
· Creation and management of online courses through MS Teams; assists faculty and students with online instruction needs
· Provides administrative support to faculty and students including ordering supplies and materials needed for classes, and communication to instructors/students as needed
· Handles instructor and vendor on-boarding paperwork and personnel-related information; prepares faculty work assignments and Personnel Action Forms; maintains confidentiality and security of information
· Works with Purchasing department to ensure all Community Education vendors/consultants are in system prior to date of instruction and invoices are received and processed to ensure vendors/consultants are paid
· Serves as a liaison between students, staff, the community, and the College in relation to the Lifelong Learning program and its activities
STAFF SUPPORT
· Assists Program Manager with course schedule each semester
· Performs such office support activities such as managing and reconciling PCard, purchasing requests, budgeting, record retention
· Helps Trip Coordinator with payment and expense processing related to day trips and extended travel
· Assists with special events as requested by the Program Manager
FACILITY SUPPORT
· Assists Program Manager with facility management, including opening/closing facilities
Submits work order requests related to facility and technology as needed

Physical Requirements

Positions in this class typically require: stooping, crouching, reaching, standing, walking, fingering, talking, hearing, seeing and repetitive motions.
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Minimum Salary Range
$39,489

Mid Point Salary Range
.

Maximum Salary Range
$49,361

Posting Open Date
01/11/2023

Posting Close Date

Posting Will Be Open Until Filled
Yes

Special Instructions to Applicant

Please NOTE : All applications must contain complete job histories, which include job title, dates of employment (month/year), name of employer, supervisors name and phone numbers and a description of duties performed. If this information is not submitted, your application may be considered incomplete. Applications with “See attached” or “See resume” will not be accepted in lieu of a complete application. Omission of data can be the basis for disqualification; you may state “unknown” for any incomplete fields. A scanned copy of unofficial transcript(s) must be attached to the online application.

EEO Statement

College of the Mainland is an affirmative action/equal opportunity institution and does not discriminate on the basis of race, color, sex, age, national origin, religion, disability or veteran status.

College of the Mainland does not discriminate on the basis of disability in the recruitment and admission of students, the recruitment and employment of faculty and staff, and the operation of its programs and activities, as specified by federal laws and regulations within Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 and 1992.

Quick Link to Share for Direct Access to Posting
https://jobs.com.edu/postings/3113

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * How many years of Administrative support experience do you have?
   • 0-2
   • 3-5
   • 6-9
   • 10 or more

Documents Needed to Apply
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Transcripts (1 of 3)
2. Letter of Recommendation
3. Additional Transcripts (2 of 3)
4. Additional Transcripts (3 of 3)