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Administrative Assistant IV

College of the Mainland
Texas, United States
Salary Not Specified
Posted Date
Apr 21, 2022

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Position Type
Administrative, Academic Affairs, Academic Administration, Adult & Continuing Education Programs, Other Academic Affairs, Business & Administrative Affairs, Business & Administrative Support, Grants & Contracts
Employment Level
Employment Type
Full Time
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Position Details

Position Information

Posting Number AS242P Position Title Administrative Assistant IV Contract Length 12 months Class Summary
Provides a variety of administrative support duties in relation to the Industrial Workforce Programs within the Continuing Education Department. 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 thirty (30) college credit hours; however, fifteen (15) of the required thirty (30) credit hours may be substituted with one (1) 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.
Four (4) years’ experience in providing administrative support to multiple programs. Preferred Education/Training/Experience
Five (5) years’ experience in providing administrative support to multiple programs/projects. 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
• Applicable regulations, policies, and statutes
• Making accurate arithmetic calculations
• Performing technical, specialized, complex, difficult or basic technical office support work
• Proficiency in use of MS Outlook, Word, Excel, PowerPoint
• Operating standard office equipment; reading and explaining rules, policies and procedures
• Compiling and summarizing information and preparing periodic or special reports
• Organizing own work, setting priorities and meeting critical deadlines
• Communication, interpersonal skills as applied to interaction with coworkers, supervisors, the general public, etc. sufficient to exchange or convey information and to receive work direction Preferred Knowledge & Skills
Advanced skills in use of MS Outlook, Word, Excel, PowerPoint Licensing/Certification Requirements
N/A Job Duties
Essential duties:
• Performs specialized administrative support work related to planning, organizing, and coordinating program activities.
• Enters, edits, and retrieves data and prepares periodic or special reports using Word, Excel, and PowerPoint.
• Serves as liaison between students, staff, the community, and the College in relation to the program and its activities.
• Arranges meetings by notifying attendees
• Assists program manager in accounting for program funds, performance standards, etc.
• Performs such office support activities as opening and distributing mail, processing outgoing mail, and preparing requisitions.
• Performs other duties of a similar nature or level.

Primary Responsibilities will be focused on the following job duties:
• Perform specialized administrative support to the Program Manager of Industrial Workforce Programs.
• Assisting the CE Industrial Workforce Programs office by providing daily administrative support.
• Assist with the development and management of the CE schedule.
• Assisting with course management, enrollment reports, and course rosters.
• Preparation of instructor contracts, PAF’s and adjunct assignment agreements for the Department.
• Providing administrative support to instructors including making copies, ordering supplies and instructional materials for classes, ordering books, and communicating to instructors/students as requested by the Program Manager.
• Assisting the Program Manager, students, staff and customers as needed by providing relevant program information (classes, registration, grant, and scholarship opportunities, etc.).
• Communicating with students regarding schedules, registrations, and progress in class.
• Preparing, processing, and/or tracking registration forms and requests for billing for Sponsor Pays.
• Assisting with program outreach activities.
• Managing department files., and accrediting body submissions.
• Maintains confidentiality and security of the information regarding contracts, adjunct assignment agreements, Personnel Action Forms, personnel files, student information, and communication regarding issues in the Continuing Education Program. 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 Requirements Minimum Salary Range $38,338 Mid Point Salary Range . Maximum Salary Range $47,923 Posting Open Date 04/21/2022 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.

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Documents Needed to Apply
Required Documents
  1. Resume
  2. Transcripts (1 of 3)
Optional Documents
  1. Cover Letter
  2. Letter of Recommendation
  3. Additional Transcripts (2 of 3)
  4. Additional Transcripts (3 of 3)

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