Office Associate III

Employer
Prince George's Community College
Location
Maryland, United States
Salary
Salary Not Specified
Posted Date
Apr 19, 2022

View more

Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support
Employment Type
Full Time
Job Vacancy Announcement

Position Information

Position Title

Office Associate III

Position Type

Staff

Department

Nursing

FLSA

Non-Exempt

Union/Non Union

Union

Full Time or Part Time

Full Time

Grade

6

Salary Range

Hiring Salary Range

$34,496 - $37,946/Annually

Fixed Term/Tenure Track (Faculty Only)

Regular or Temporary

Regular

Job Description Summary

Under indirect supervision performs general secretarial activities to assist administrative and/or professional personnel. Incumbents interact with the general public by disseminating information and assistance as it relates to the department’s activities/services, rules and regulations. Work is reoccurring and incumbents are required to select the guidelines and references that apply to the specific activity. New assignments are given with specific instructions and may be significantly different in nature or procedure from current and/or past assignments. Most general duties are routinized and deviations from established procedures require the approval of a supervisor.

Minimum Qualifications

  1. High school diploma
  2. Two to three years of previous general office/clerical experience.
  3. Skilled in Microsoft Suite Programs
  4. Knowledge of Acrobat Adobe
  5. Strong Written and Oral Communication Skills
  6. Experience working in a fast-paced front office environment
  7. Previous experience in an educational setting and familiarity with terminology used in nursing/allied health courses in desirable, but not mandatory.


Criteria

CRITERIA : The following criteria, which are not the sole criteria used in the final hiring decision, will be used to review the applications of those persons who meet the stated minimum qualifications and to select those qualified applicants who will be interviewed. Other information and observations made during the interview process may be considered in the selection process. Resume/CV and cover letter are required with the application. Please ensure that your documents address the criteria listed below for this position.

  • Performs secretarial duties with minimal supervision for the Departments which includes the chairperson and faculty.
  • Composes correspondence from verbal instructions or brief written notes for signature of chairperson and faculty.
  • Types a variety of documents, i.e., memoranda, classroom handouts, study guides, student manuals, orientation manuals, procedure manuals, tests, textbook orders, evaluation comments, schedules, certificates, programs, brochures, and miscellaneous forms; checks for accuracy and completeness; prepares for printing and distributes.
  • Accesses and retrieves student and course information from various database software (i.e. Colleague).
  • Gathers, compiles and/or reviews data to ensure completeness and accuracy. May prepare standard recurring reports.
  • Enters statistical and narrative data into computer files according to established procedures and generates standard lists and reports as required.
  • Opens, sorts and distributes mail to appropriate personnel. Processes out-going mail.
  • Prepares files including organizing and assembling required documents.
  • Maintains documents, forms, correspondence, etc. according to established filing system.
  • Organizes and prioritizes clerical requests from faculty.
  • Scheduled meetings and appointments for department personnel and maintains appointment and/or facilities calendars.
  • Attends meetings and takes minutes, as requested.
  • Prepares material relating to reports and other important and confidential matters.
  • Greets visitors and answers phones; directs person(s) to the appropriate personnel and/or takes accurate messages. Provides standard information regarding department procedures, policies, services, etc. upon request. Follows up with appropriate mailing.
  • Provides customer services by disseminating forms/applications and answering specific questions regarding departmental programs and services.
  • Monitors and tracks inventory of supplies/forms, arranges for replenishment of items, receives delivers and distributes accordingly.
  • Processes room reservation for meetings, special classes, and special events
  • in the coordination of advisory board committee meetings, pinning ceremonies, luncheons and other events.
  • Assists in the training and supervision of subordinate staff, i.e. student assistant, delegates workload and assignments.
  • Performs other related duties as assigned



KNOWLEDGE, SKILLS AND ABILITIES
  • Knowledge of producing typewritten materials accurately and in a timely manner through the use of word processing.
  • Knowledge of general administrative office practices and procedures including basic office workflow procedures
  • Knowledge of data processing methods, information storage and retrieval techniques
  • Skills in administrative office functions such as typing/data entry, filing, answering telephones
  • Skills in the operation of basic office equipment and machines, computer terminal, typewriter, copy machines, adding machines, etc.
  • Skills in basic mathematical computations
  • Skills in the use of computer hardware and applicable computer software
  • Ability to maintain confidentiality and handle confidential documents and reports
  • Ability to work with a diverse population
  • Ability to work independently and to make decisions on own
  • Skills in communication, interpersonal skills as applied to interaction with coworkers, supervisor, faculty, students, college personnel in other areas, the general public, etc. sufficient to exchange or convey information and to receive and carry out work assignments.
Job Requirements

  1. ·Must be available to work Monday – Friday, 8:30 a.m. to 4:30 p.m. Work schedule subject to change based on the needs of the department.
  2. Ability to communicate effectively in spoken and written standard English.
  3. As required by the 1986 Immigration Act, be prepared to present acceptable documentation showing your identity and that you are a U.S. citizen or an alien who is authorized to work.


Is Background Check Required?

Yes

Is the incumbent responsible for working with minor children or directly engaging with minor children on campus?

No

Posting Detail Information

Posting Number

PGCC177011/12

Open Date

03/25/2022

Close Date

Open Until Filled

Yes

Background Check Statement

Prince George’s Community College is committed to providing a safe campus community. PGCC conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, education verification, and when appropriate, a financial (credit) report or driving history check.

Special Instructions to Applicants

Prince George’s Community College values the safety of its students, faculty, and staff. As part of that commitment, the College has announced effective October 21, 2021, all students, faculty, and staff must be vaccinated against COVID -19 or tested for the virus weekly. As a prospective or new employee, you will be required to comply with this mandate and all the necessary safety protocols, including wearing a mask. Please direct your questions related to the vaccination, testing, mask mandates, and requirements for exemptions to VMPO@pgcc.edu .

Application Status ; you will receive an email acknowledging receipt of your application, upon which time no further communication occurs unless selected for an interview or the position is filled. If recommended for hire, communication is immediately sent to your references listed on your application. Also, you will receive an email notification from HireRight requesting you to submit authorization to complete a background investigation.
Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * Which of the following best describes your level of completed education? (Education details must be included in your application.)
    • Master's Degree or above from an accredited college/university
    • Bachelor's Degree from an accredited college/university
    • Associate's Degree from an accredited college/university
    • One to two years of college credit (30 credit hours is equivalent to one year)
    • Less than 30 credits from an accredited college/university
    • High School Diploma or GED
    • None of the above
  2. * Do you have two to three years of previous general office/clerical experience?
    • Yes
    • No
  3. * Briefly describe your experience referenced in the previous question. Do not enter 'See Resume'

    (Open Ended Question)

  4. * How did you hear about this employment opportunity?
    • HERC
    • HigherEd Jobs
    • Hispanic Outlook
    • Indeed
    • Personal Referral
    • PGCC Website
    • Social Media (LinkedIn, Twitter, Facebook)
    • The Chronicle of Higher Ed
    • The Washington Post
    • Other: Please indicate below
    • Educause
  5. How did you hear about this employment opportunity? If you selected 'Other' please indicate source:

    (Open Ended Question)

Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter
  3. Documents Submitted to HR (For HR Use Only - Do Not Upload))
Optional Documents
  1. Letter of Recommendation 1
  2. Letter of Recommendation 2
  3. Other


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