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Office Assistant, Student Affairs

1 month ago

Highland Hills, United States Tri C Company Inc Full time
Office Assistant, Student Affairs

Department: Student Affairs

Location: Eastern Campus

Reports To: Dean, Student Affairs

Recruitment Type: External/Internal

Requisition ID: req5003

Employment Type: Full-Time Support Staff

Union Position: Non-Union

Work Schedule: M-F; 8:30 am - 5pm, some weekends and Saturdays during peak time

Number of Openings: 1

Job Description:

SUMMARY

Providesa full range of secretarial and scheduling support to both the supervisor anddepartment.

ESSENTIALFUNCTIONS
  • Provides a full range of secretarial and scheduling support
  • May manage paperwork for the department, as well as required college documents and keep departmental forms updated
  • Answers phones and screens incoming calls and mail; responds independently to inquiries, drafts responses for leadership review or refers as appropriate
  • Greets incoming students and stakeholders and refers appropriately to student and/or other resources
  • Coordinates and arranges schedules and meetings, makes appointments with students and stakeholders
  • Establishes and maintains general files and records, including electronic files on the department drive
  • May manage supervisor's calendar and schedules his/her appointments
  • Arranges programs and events, reserves facilities and arranges catering, issues information or invitations, and coordinates speakers
  • Creates, maintains and tracks applicable departmental information
  • Composes and prepares both routine and confidential correspondence, letters, memos, forms, reports and other documents and monitors departmental email account
  • Submits departmental requests (i.e., technology, copy center)
  • May provide clerical support to the student complaint and conduct process
  • May attend meetings and transcribes notes
  • May arrange travel plans and itineraries and compiles documents for travel-related meetings
  • May provide functional supervision to part-time clerical staff, work-study students and student assistants as needed
  • Performs other duties as assigned
REQUIRED QUALIFICATIONS

EDUCATIONAND EXPERIENCE/TRAINING
  • Associate's Degree and a minimum of two (2) years; OR a High School Diploma (or equivalent) and a minimum of three (3) years of:
    • Demonstrated experience in an administrative role with scheduling responsibilities in a fast-paced, multi-client environment
    • Demonstrated experience making sound decisions that affect a work unit or team
  • Significant related experience may substitute for education
KNOWLEDGE,SKILLS and ABILITIES
  • Possess strong organizational and time-management skills
  • Possess excellent written, verbal and interpersonal communication skills
  • Ability to foster a team environment and work collaboratively
  • Ability to research effectively, analyze issues and develop solutions
  • Ability to multi-task in a diverse high-volume atmosphere
  • Works accurately with great attention to detail
  • Excellent customer service skills and proven ability to develop and sustain productive customer relationships with key departments
  • Ability to effectively accept direction from multiple levels of the College in various departments
  • Possess working knowledge of administrative and scheduling concepts, practices and procedures with the ability to apply to varied situations
  • Demonstrated basic proficiency in Ad Astra or an equivalent program
  • Demonstrated basic proficiency with Microsoft Outlook, Word, Excel and PowerPoint
  • Ability to confidentially and discreetly handle subject matters requiring privacy and sensitivity
  • Ability to collaborate on significant projects
  • Possess sensitivity to appropriately respond to the needs of a diverse population
COMPETENCIES

CRITICALCOMPETENCIES
  • Service Focus
  • Communications
  • Quality of Work
VERYIMPORTANT COMPETENCIES
  • Collaboration
  • Adaptability
IMPORTANT COMPETENCIES
  • Time Utilization
  • Continuous Improvement
PREFERREDQUALIFICATIONS

EDUCATION AND EXPERIENCE/TRAINING
  • Demonstrated experience making sound decisions that affect a work unit or team
  • Demonstrated experience in a role requiring diverse problem solving methods in a variety of situations
PHYSICAL DEMANDS/WORKING CONDITIONS

(The demands described here are representative ofthose that must be met by an employee to successfully perform the essentialfunctions of this job. Reasonableaccommodations may be made to enable individuals with disabilities to performthe essential functions.)
  • The work is performed in a normal, professional office environment;
  • The work area is adequately lighted, heated and ventilated;
  • Typically, the employee may sit comfortably to perform the duties of the job and will perform repetitive motions with hands/fingers using a computer mouse and keyboard to type. However, there may be some walking; standing; bending; carrying of light items such as papers, files, pamphlets, books, etc.;
  • Work may also require walking and standing inconjunction with travel to and attendance at meetings and conferences away fromthe worksite


Special Note:

Special Instructions to Applicants: During the application process, you may be required to attach a cover letter and/or resume. It is recommended that you have these documents ready to be attached electronically to the online application. This system accepts only MS Word or PDF attachments. Any employment with the College is contingent upon satisfactory completion of a background check and drug screen.

Affirmative Action Statement: Cuyahoga Community College is committed to attaining excellence through the recruitment and retention of a qualified and diverse workforce. Cuyahoga Community College is an equal employment/educational opportunity institution.

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