PT Administrative Assistant- Academic Affairs

Posting Details

VEVRRA Federal Contractor - Priority referral protected veterans requested.

Requisition Number 2020001P Position Title PT Administrative Assistant- Academic Affairs Salary Range $16.63 hr DBM Rating B24 Job Type Full Time Job Category Professional/Staff Anticipated Start Date 02/03/2020 Campus Bryan Application Deadline Extended Open Deadline FLSA Non-Exempt Security Sensitive? Yes Work Hours 19 Hrs/ Week
Objective

Provide support for the Office of Academic Affairs, in particular, the Vice Chancellor of Academic Affairs, including, but not limited to, the performance of advanced administrative assistant tasks, creating and compiling reports, organizing accreditation and compliance certification documentation, and organizing and managing general office functions.

Required Quals Summary

High School Diploma or Associates Degree. 5+ years of strong administrative support experience. Advanced knowledge of Word, Excel, Outlook; excellent verbal and written communication skills; maintain a high level of confidentiality

Special Notes To Applicants Quick Link http://employment.blinn.edu/postings/8538
Position Details

Principal Accountabilities

Principal Accountabilities

1. Work collaboratively and professionally with and across all college service units, as needed, to assist the Vice Chancellor of Academic Affairs in promoting and facility positive and responsive communication.
2. Communicate effectively and positively with external partners (i.e. ISD contacts, Business Partners, accreditation organizations, etc.) who contact the office of Academic Affairs, to assist the Vice Chancellor of Academic Affairs in ensuring responsive and timely communication.
3. Receive and screen incoming visitors and calls by providing information and answering questions/requests from faculty, staff, and students; directing each to appropriate resources, as needed.
4. Plan and coordinate professional meetings and conferences by organizing events and setting up travel arrangements for the Vice Chancellor of Academic Affairs.
5. Provide mentoring and training for other staff by arranging and scheduling employee training and or organizing training materials, including student workers. Coordinate and assist as needed with support for faculty professional development.
6. Read and screen incoming reports, correspondence, communications; thus making preliminary assessments as to items needed by Vice Chancellor of Academic Affairs for decision making.
7. Prepare sensitive and confidential documents by researching, compiling, and assimilating items for review by the Vice Chancellor of Academic Affairs.
8. Coordinate the calendars, as requested, of the Vice Chancellor of Academic Affairs by entering events, checking availability, and sending calendar invites.
9. Manage area space use by correctly allocating resources.
10. Assist Enrollment Services, Advising, Financial Aid, Physical Plant, Human Resources, etc. by providing information to contribute to the resolution of student, faculty, or staff issues, as directed by Vice Chancellor of Academic Affairs.
11. Monitor inventory and purchasing by checking budget categories and preparing purchase requisitions as needed.
12. Responsible for the completion of Division telephone directory information, website updates, and mailbox assignments by monitoring changes and updating.
13. Track and monitor the receipt of ACGM faculty credentialing documents by alerting Deans to missing documentation and entering items into the FORTIS Faculty Credentialing Database, People Admin, and/or Banner as appropriate. Notify Vice Chancellor of Academic Affairs of issues.
14. Ensure that accurate and complete ACGM course syllabi are posted on the web site within seven (7) days of the class start date, as required by HB 2504 – by reviewing all syllabi and reporting to the Vice Chancellor of Academic Affairs of any discrepancies found. Relay this information to divisions, as directed.
15. Maintain and track daily office processes by establishing effective office procedures and processes. Make recommendations, as needed, for improvements.
16. Resolve equipment repair and HVAC issues related to divisional offices and classrooms – by submitting appropriate requests and providing follow-up to ensure that solutions are satisfactory to all individuals.
17. Ensure that Academic Affairs Office and Administrative Office in Bryan H Building, printers, copiers, and other office equipment is “user ready” by stocking and replenishing paper, print cartridges, etc. as needed.
18. Ensure compliance by tracking official certification rosters, evaluations, and other internal documents that are used internally and by regulatory agencies and inform the Vice Chancellor of Academic Affairs of any issues that should be addressed.
19. Coordinate the compilation and dissemination of student data from Banner and Discoverer for use by the Vice Chancellor of Academic Affairs, in data-driven decision making by constructing graphs, charts, tables, etc. as required.
20. Monitor office operating practices and procedures by reviewing operating practices and procedures and make recommendations to the Vice Chancellor of Academic Affairs on improvements in areas such as workflow, reporting procedures, or expenditures, and report findings to the Vice Chancellor of Academic Affairs.
21. Assists program areas and disciplines by constructing database managing resources, setting up ad-hoc committees and advisory board meetings, and coordinating graduation activities in support of Enrollment Services as requested by the Vice Chancellor of Academic Affairs.
22. Assist with faculty and staff awareness of SACSCOC Principles of Accreditation.
23. Maintain meeting minutes, as assigned.
24. Maintain confidentiality in sensitive matters.
25. Other duties as assigned.



Minimum Qualifications

Minimum Qualifications

1. Associate degree or Two or more years of college in Communication, Leadership, Business Administration, Office Administration
2. Some experience working in an office setting through student work, work study, volunteer work, or employment in a similar type of environment.
3. Current driver’s license.
4. Ability to travel between all campuses, as needed.
5. Competencies in MS WORD, EXCEL, and Outlook



Minimum Competencies

Minimum Competencies

1. Effectively communicate with supervisors, peers, and subordinates by telephone, in written format (letters/memos/emails), and in person.
2. Perform administrative activities as detailed in the principal accountabilities with a high degree of accuracy and attention to detail.
3. Interact with computers and essential software to create documents, spreadsheets, databases, PowerPoint presentations, etc. at a mastery level.
4. Observe, receive, process, and otherwise collect information from all relevant sources – and to disseminate in an organized and effective manner.
5. Establish and maintain effective and constructive interpersonal relationships with both internal and external stakeholders.
6. Organize, plan, and prioritize multiple work projects – by setting goals and timelines – with limited supervision and with a high degree of accuracy.
7. Analyze information and evaluate results to choose the best solution and effectively solve problems within the scope of this job description and principal accountabilities.
8. Think creatively – and thus develop, design, or create new applications, ideas, relationships, systems, or resources – thereby improving the efficiency and effectiveness of the Academic Affairs area.
9. Keep up-to-date on both essential and advanced technical skills – and to apply new knowledge to job tasks.
10. Meet all deadlines in an effective and efficient manner.



Preferred Qualifications

Preferred Qualifications

1. Bachelor or Master degree preferably in Business, Business Administration, Communication, or Leadership
2. Some experience working in an office setting through student work, work study, volunteer work, or employment in a similar type of environment.
3. Competencies in MS WORD, EXCEL, and Outlook
4. Experience with Banner software.
5. Experience with webpage design and/or updating of information on websites.



Preferred Competencies

Preferred Competencies

1. Proficiency in web design software.
2. Microsoft certifications in related software areas.


Are there particular working conditions associated with this job that should be noted (I.E., working environment, hours of work, workspace, etc.)? No If 'Yes', please explain
Physical and Mental Requirements: Moderate lifting, 15 to 44 lbs., Light lifting, under 15 lbs., Moderate carrying, 15 to 44 lbs., Light carrying, under 15 lbs., Walking, Standing, Sitting, Climbing stairs, Operating office equipment, Operating motor vehicle, Seeing, Hearing (with aid), Writing, Counting, Reading, Telling time Custom Text One
Environmental Requirements: Travel by car (enter percentage of time in below field), Working closely with other, Working alone Custom Text Two

15-20%

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * How many years of work related experience do you have?
   • None
   • 1 - 2 years
   • 3 -4 years
   • 5 - 6 years
   • More than 7 years
2. * Please indicate your highest degree level.
   • Associate Degree
   • Bachelor Degree
   • Master Degree
   • Doctorate Degree
   • Other Degree
3. * Please describe your experience working in an office type setting.
   
   (Open Ended Question)
   
   
4. * Please describe your computer skills, including your abilities with Microsoft Word, Excel, and Outlook.
   
   (Open Ended Question)
   
   
5. * Tell us about your career goals and how this position fits within it.
   
   (Open Ended Question)
   
   
6. * Tell us about your conflict resolution skills. Please provide an example of a real situation.
   
   (Open Ended Question)
   
   
7. * Are you legally eligible for employment in the U.S.?
   • Yes
   • No
8. * To be eligible for employment in the U.S. and at Blinn College, would you need an H-1B visa or any visa sponsorship? If yes, please give details.
   
   (Open Ended Question)
   
   
9. * Will you now or in the future require Blinn College to commence (“sponsor”) an immigration case in order to employ you (for example, H-1B or other employment-based immigration case)? This is sometimes called “sponsorship” for an employment-based visa status.
   • No
   • Yes
10. * Are you a veteran? If yes, please upload a copy of your DD214 in the optional documents.
    • Yes
    • No
11. * Are you a veteran’s surviving spouse who has not remarried? If yes, please upload a copy of your DD1300 in the optional documents.
    • Yes
    • No
12. * Are you an orphan of a veteran who was killed while on active duty? If yes, please upload a copy of your DD1300 in the optional documents.
    • Yes
    • No
13. * Are you claiming Veteran's employment preference? (See website for definition: http://www.statutes.legis.state.tx.us/Docs/GV/pdf/GV.657.pdf)
    • Yes
    • No
14. * How did you hear about this employment opportunity?
    • Advertisement (specify in next question below)
    • Blinn employment site
    • Word of Mouth
    • Internet Site (specify in next question below)
    • Indeed
    • Higher Ed Jobs
    • HERC
    • TACC
    • Other (specify in next question below)
15. * If in the previous question you selected 'Advertisement', 'Internet Site', or 'Other', please specify how you heard about this employment opportunity.
    
    (Open Ended Question)
    
    
16. * Are you employed full time in an overtime eligible position at another state agency or institution of higher education? Do you plan to continue your full time employment if hired at Blinn College?
    • Yes I am in an overtime eligible position and Yes I plan to continue
    • Yes I am in a n overtime eligible position and No I do not plan on continuing
    • No I am not in an overtime eligible position and Yes I plan to continue
    • No I am not in an overtime eligible position and No I do not plan on continuing

Applicant Documents
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Unofficial Other Transcripts 1
2. Unofficial Other Transcripts 2
3. Other Document 1
4. Other Document 2
5. DD214 (required for Veteran's or Veteran's preference)
6. DD1300 (required for orphan's or surviving spouse)