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Office Assistant, Student Affairs

7 months ago

Highland Hills, United States Cuyahoga Community College Full time
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 (, 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