Administrative Assistant II

2 weeks ago

St Charles, United States St. Charles Community College Full time

St. Charles Community College (SCC)is located just west of St. Louis, in the heart of growing St. Charles County. At SCC, we have a passion for student success. We serve a growing diverse student population, and we are committed to increasing the diversity of our faculty and staff who will help prepare our students for a global society. Qualified candidates will have demonstrated success in serving diverse student populations.

SCC is seeking a full-time Administrative Assistant II who will support the School of Arts, Humanities, and Social Sciences.

POSITION SUMMARY

Assists the School Coordinator/Assistant Dean or other supervisor with the department's administrative activities by coordinating various administrative processes and projects. Provides administrative support for academic affairs including organizing and maintaining office functions.

Serves as the primary contact of information for faculty, students, colleagues, and visitors. Active contributor as a team member of the department in day-to-day operations, including customer service, preparation and distribution of documents, mail distribution, office supply ordering and inventory, equipment monitoring, performing related tasks and contributing to the overall efficiency and productivity of the academic school.

Establish and maintain various complex, interrelated filing systems, including confidential student and employment files, records, manuals, and reports related to budget and cost records.

Organizes physical and digital filing systems and collects departmental and college information and provide to department personnel and/or public. Maintain accurate records and databases, entering information related to students, employees, or other organizational data. Ensures data confidentiality and security. Assists with employment processes to varying degrees.

Under the guidance of the appropriate administrator, enters data such as class assignments, semester schedules, monitors registrations and prepares reports for supervisor. Assists with coordination of rosters, grade reports, absence forms, and other needed documentation.

Arrange and coordinate meetings, including reserving meeting rooms, sending invitations, and preparing materials and equipment. Document contents and discussion of meeting, when requested. Support special projects or initiatives when assigned and collaborate with team members to achieve project objectives. Assist in preparing documents, reports, and presentations, including formatting, proofreading, and ensuring documents meet the required standards.

Ability to work under pressure in a fast-paced work environment, particularly during peak periods. Must be able to handle multiple projects or duties simultaneously, exercising independent judgement to plan, prioritize and execute workload. Demonstrated ability to use logical reasoning to analyze a situation/matter and determine a solution. May be required to cross-train employees in work unit. Ability to responsibly provide assistance to other workers in the unit providing back-up support and supplemental services during busy periods.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Responsible for providing administrative support to ensure efficient operation of the office and department. Supports manager and employees through a variety of tasks related to the college by answering questions and responding to requests, receiving, and directing visitors, staff, students, and faculty. Interacts with people in a professional, open, honest, and welcoming manner supporting the mission and goals of the college. Self-motivated with good organizational and problem-solving skills.

Assists assigned administrator in accomplishing various tasks, including organizing meetings, compiling agendas, distributing materials, monitoring budgets and producing and maintaining reports. Organizes functions and activities promoted by the program area. Collects, researches, compiles, analyzes, verifies, summarizes, records, and evaluates information; prepares and distributes narrative, statistical, and financial data on behalf of administration.

Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with individuals from diverse backgrounds. Maintains competency of current college policies and procedures and can answer general questions. Helps to ensure the department's overall success by performing related duties as assigned.

Ability to understand and follow college policies, guidelines, and procedures in order to meet organizational directives and goals. Must be able to communicate in a positive and effective manner with diverse, multicultural stakeholders/constituents, and students.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

Demonstrated knowledge of standard office procedures with the ability to provide administrative support to the organization. Ability to respond to situations requiring sound judgment, attention to detail, adaptability, and flexibility. Must maintain confidentiality in matters including organizational plans, student concerns, or personnel matters. Ability to understand and follow college policies, guidelines, and procedures in order to meet organizational directives and goals.

Must be able to communicate in a positive and effective manner with diverse, multicultural stakeholders/constituents, and students. Excellent communication and interpersonal skills are required. Demonstrates a positive attitude and appropriate communication in all interactions with faculty, staff, and students.

Must demonstrate advanced proficiency in personal computer applications, including Microsoft Office suite. Remains competent and current by participating in professional development activities.

MINIMUM KNOWLEDGE AND EXPERIENCE

Associates degree and three (3) years of office experience, OR High School diploma or equivalent with a minimum of six (6) years of full-time related experience.

*Requires regular and predictable attendance.

**Will be subject to a criminal background check.

REPORTING RELATIONSHIP

Reports to School Coordinator/Assistant Dean; may vary based on organizational need.

St. Charles Community College is an Equal Opportunity Employer.

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