Administrative Assistant to Academic Affairs

24 hours ago

Klamath Falls, Oregon, United States Klamath Community College Full time
Job Summary

The Administrative Assistant provides high-level administrative support to the Academic Affairs department by managing interoffice communications, planning and scheduling meetings and appointments, keeping paperwork and files organized, conducting research, preparing statistical reports, handling information requests, and performing clerical functions.

Key Responsibilities
  • Assist with producing reports, including grant activity reports, payout reports, and other reports as needed.
  • Organize and maintain electronic and paper files of grant documents and resources.
  • Enhance and improve grants management processes and increase efficiency.
  • Assist with national, regional, and third-party accreditor compliance paperwork and supporting documentation.
  • Provide administrative support on multiple electronic systems, internally using various institutional systems to enter, upload, or download authorized data.
  • Manage schedules, including assessing priority of meeting requests; respond to requests in a timely and professional manner, and coordinate with attendees and requestors.
  • Schedule meetings, appointments, and coordinate travel. Provide assistance to ensure that attendees for area of responsibility are prepared for all meetings, appointments, and events.
  • Develop departmental procedures and maintain knowledge and/or documentation of standard operating procedures for position.
  • Coordinate and perform office activities, as requested, in such areas as recordkeeping, departmental finances and/or budget entries, and employee communication coordination with internal messaging.
  • Take minutes at meetings, as required, and compose and distribute minutes for review and approval.
  • Handle confidential and time-sensitive material appropriately.
  • Work well independently as a self-starter.
  • Work well with a team having strong collaboration skills.
  • Read and prepare responses to routine communications and report inquiries.
  • Edit, proofread, and review items prior to distribution and/or signature.
  • Perform routine activities such as opening and distributing mail, making copies, transmitting documents electronically, and collating and assembling packets.
  • Use a variety of technology to set up and maintain records, perform data entry, and run periodic or special management reports.
Requirements
  • Associate's degree
  • At least two (2) years of successful office experience in an environment that involved planning, minute taking, project management, and high multitasking functions; or an equivalent combination of education and experience.
Benefits
  • A monthly amount of $1500 towards the purchase of the Health Insurance Package (medical, dental, vision and pharmacy) or the actual premium amount of the health insurance package whichever is less
  • Group Life Insurance @ twice annual salary for employee only
  • Group Long Term Disability Insurance for employee only
  • Group Accident Insurance @ $300,000 for employee only
  • Tuition waiver for employee and employee's dependents for unlimited Klamath Community College District credit and non-credit courses
  • Employee Assistance Program (EAP) coverage for employee and employee's dependents
  • Vacation leave @ 10 days per year
  • Personal leave @ 2 days per year
  • Sick leave accrued @ 1 day per month
  • Holidays as defined in the Personnel Policies
  • Bereavement leave allowance of 5 days per occurrence
  • Public Employees' Retirement System (upon meeting State eligibility requirements)
  • Individual employee option to participate in an IRC 125 Flexible Spending Account Plan
  • Individual employee option to purchase additional life insurance for employee and employee's dependents
  • Employee option to participate in a 403(b) and/or 457 (b) Tax Deferred Annuity

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