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Assistant, Administrative, Greensboro/Student Services

Employer
Guilford Technical Community College
Location
North Carolina, United States
Salary
Salary Not Specified
Start date
Nov 8, 2023
Posting Details

Position Information

Job Title
Assistant, Administrative, Greensboro/Student Services

Job Description

The administrative assistant provides a wide variety of administrative and support functions on the Greensboro campus. The administrative assistant will at times work independently by taking initiative to ensure efficient daily operations, and will collaborate with a wide range of internal and external college constituencies to support the unit effectively. Responsibilities include, but are not limited to the following: prepare payroll, create contracts, assist with purchasing processes, perform word processing/data entry, duplicate materials, maintain files and critical records, answer/assess telephone inquiries, prepare correspondence, schedule meetings and tasks, arrange travel, assist with budget management, and record meeting minutes. Communicate with the Campus Dean regarding campus emergencies.

Duties/Functions
  • Provide administrative support for Campus Dean.
  • Coordinate schedules including internal and external obligations, coordination and prioritization of daily appointments and business obligations.
  • Arrange meetings: handle communications, travel arrangements, and the processing of related functions and documents.
  • Call processing: The person in this position should be able to refer incoming calls to the respective employee or department while ensuring that appropriate calls are referred to the Campus Dean.
  • Provide administrative support to the Campus Dean relative to committee appointments. Duties include scheduling meetings, preparing agendas, documenting minutes, and preparing exhibits.
  • Assist in the hiring processes for Campus Dean Division by coordinating interview meetings/documents, when necessary.
  • Prepare new hire and separation documents, as well as prepare payroll and manage leave requests for Campus Dean staff.
  • File and retrieve documents and reference materials.
  • Support regional accreditation processes and correspondence.
  • Provide exemplary customer service in person, over the phone and via email. Treat customers with courtesy and respect, showing concern for their needs, and investigate and resolve concerns promptly.
  • Help interpret policy for students, parents, and faculty/staff.
  • Maintain confidentiality of information.
  • Maintain budget records: recommend expenditure requests, monitor expenditures to ensure compliance with approved budget, recommend and process budget transfers. Assist in developing draft budget proposals as necessary.
  • Perform purchasing functions: research availability and pricing, assist in developing bid proposals, complete requisitions/contracts and process invoices for approval.
  • Prepare reports and/or presentation materials as required.
  • Help coordinate planning unit activities and timely completion of planning process/documents.
  • Ensure all documents that require a signature are promptly signed and returned to appropriate recipients.
  • Provide training and mentoring to other administrative assistants as needed.
  • Develop forms for college wide use.
  • Serve on college committees and focus groups.
  • Demonstrate and model the college’s employability skills: adaptability, communication, information processing, problem solving, responsibility and teamwork.
  • Perform all other duties as assigned.
Difficult Challenges
  • Understand student behavior and de-escalating emotional situations
  • Multi-task and manage multiple priorities for student services, continuing education, and the campus community
  • Communicate details clearly
Contacts
  • Students, faculty, staff
  • Visitors
  • Local community members
  • Board of Trustees and dignitaries
Education Required

Associates Degree in Business Administration, Office Management or related field, or at least four years of related administrative experience.

Education Preferred

Bachelor’s Degree in Business Administration, Office Management or related field

Experience Required
  • Two years of related administrative experience and a proven record of progressively responsible experience in administrative functions, including evidence of experience in the following areas:
    • Thorough knowledge of office practices, procedures and equipment to include basic accounting practices to track budget and expenditures
    • Proficiency in Microsoft Office products and experience using word processing, developing spreadsheets, developing presentations, and using database software applications
Experience Preferred
  • More than 2 years of recent progressively responsible experience providing administrative support
  • Experience in an academic setting
  • Recent experience with an enterprise student information system (e.g., Colleague)
  • Possess an intermediate knowledge of database programs (e.g., Access)
KSA Required
  • Ability to create, correct and format documents and communications. Work experience with word processing, database software, spreadsheets, presentation and communication software. Willingness to be continually updated in these skills
  • Ability to work independently with limited supervision
  • Demonstrate initiative in upgrading skills with professional developmental opportunities
  • Ability to handle paperwork and confidential information with discretion and sensitivity
  • Exceptional organizational skills and deadline management with the ability to prioritize projects and tasks
  • Ability to work efficiently and calmly under pressure
  • Strong verbal skills and personable manner in dealing with the public in person and on the phone
  • Ability to compose correspondence with correct punctuation and grammar.
  • Strong proof reading skills
  • Ability to communicate effectively both orally and in written form
  • Punctuality and flexibility in time management
  • Neat, professional appearance and attire
  • Proficient computer skills
  • Accuracy and attention to detail
  • Ability to organize and maintain files for ready access
  • Must be willing to work flexible schedules as needed
KSA Preferred

Department/Job Specific Requirements
  • Manage front desk operations, triage student support services, and serve as a resource information specialist to students, faculty, staff, and visitors. Build strong relationships and serve in a front facing role for the Greensboro campus community. Establish welcome center operating manual and corresponding procedures.
  • Support all campus efforts that positively impact student retention and completion. Assist with the coordination of campus activities, reservations, facility needs, and work closely with internal and external constituents to create a seamless campus experience. Build strong relationships and serve in a front facing role for the Greensboro campus community. Establish welcome center operating manual and corresponding procedures.
  • Distribute College related materials such as the Workforce and Continuing Education publication and other College course guides. Serve as the liaison with Guest Services paying close attention to room reservations. Use Ad Astra, Colleague and other College platforms for service delivery.
  • Support the College Call Center by taking incoming calls, transferring to the appropriate department, serving as a resource on all aspects of the College, and providing customer service. Make outbound calls to students when needed to support retention and completion efforts.
  • Establish regular contact with faculty and staff on the GSO campus. Serve as a resource to identify gaps in services and assist the Campus Dean in providing solution-oriented results. Communicate on behalf of the Dean via all campus emails. Provide attention to detail in the coordination and support of the day-to-day logistics of campus activities.
  • Assist in building a campus culture where all students belong and connect with campus and community resources. Establish and maintain good working relationships with advising staff, students, and institutional and community agency personnel. Maintain good public relations and representing GTCC and the campus community
    Assist in identifying and reporting maintenance, custodial, facilities, grounds, technology, safety, and other campus needs.
  • Provide back up support to operations and procedures related to student registration and student enrollment working closely with student services departments in providing a high-quality customer service experience. Assist students with accessing technology support on the GTCC homepage.
  • Provide back up support for intake admission applications and assist with residency determination. Assist with financial aid applications and supporting documents. Enter placement, make-up, and other test scores as required. Navigate College Central Network and assist students with the completion of career interest inventory assessments. Screen and route materials according to content of communication. Assist in planning GED / AHS graduates for curriculum programs.
  • The following (compliance) training is required and must be completed within the first 30 days of hire with annual refresher training thereafter:
    • Ethics
    • Safety/Shooter on Campus
    • Personal Information Protection Training ( PIP )
    • Anti-Discrimination/Harassment & Title IX
    • Other training may be required as determined applicable.
Physical Demands

Physical Activity: Primarily sitting
Environmental Hazard(s): < 15%
Lifting: 2050 lbs

Posting Type
Staff

Posting Detail Information

Posting Number
2023-143-REG

Open Date
11/08/2023

Close Date
12/08/2023

Open Until Filled
No

Special Instructions to Applicants

Pre-employment testing is a requirement for this position.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed To Apply
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Transcripts
  2. Letter of Recommendation
  3. Other


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