Position TitleAdministrative Assistant II, Student Services (Internal Only)
Open Internally or ExternallyInternal
Reports to (title)Assistant Vice President for Student Services
DepartmentAsst.VP Student Services-4C0
Job Open Date05/23/2019
Open Until FilledYes
Priority Review Date05/31/2019
Salt Lake Community College strives to transform the lives of its students as an institution of higher education. As our organization moves forward with an ambitious strategic plan the Administrative Assistant to the Assistant Vice President for Student Services/Senior Director for Planning and Implementation will be a leader in SLCC’s effort to be a model for inclusive and transformative education and student services, strengthening the communities it serves through the success of our students.
Under minimal supervision, provide secretarial and administrative support to the Assistant Vice President for Student Services. Manage AVP and Senior Director calendars and assist with office and department budgeting, purchasing, and personnel management. Answer phone calls and emails as appropriate. Handle and work with highly confidential information. Analyze office systems and implement new procedures. Work on projects individually or as part of a team. Take minutes at meetings. Coordinate and disseminate interoffice and interdepartmental communications. Maintain frequent College-wide and community contacts. Assist with researching, writing, reviewing, and editing contracts, proposals, and other mission-critical documents.
Essential Responsibilities and Duties
Perform clerical functions which include computer operations such as Microsoft Word, Excel, Outlook, Access, PowerPoint, and other software programs to compose, compile, write and edit quality finished correspondence and reports. Perform receptionist duties which includes: answering inquiries regarding Student Services and other College departments, schedule meetings and other appointments, screen calls and record messages. Make travel arrangements. Maintain files, perform research and analysis functions, prepare, design and write reports, receive and distribute mail. Take and distribute minutes. Schedule AVP calendar for all meetings, events and appointments. Maintain physical presence in office to provide service to staff and students.
Process fiscal and budgetary documents which include department requisitions, material and supply orders, equipment inventories, personnel and employment records, monthly and annual expense and budget reconciliations for the Assistant Vice President for Student Services. Assist other Student Services offices with budgeting needs.
Provide support to and coordinate with departments reporting to the Assistant Vice President for Student Services including: Testing Services, Student Services North and South Regions, Veterans Services, International Student Services, Campus Card Services and Child Care Services. Collaborate with departments and assist with special events, questions, instructions and information.
Manage general affairs of the office which may include partial supervision and delegation of work to part-time staff; work with highly confidential information; analyze and implement new procedures and office systems; coordinate interoffice and interdepartmental communication; handle student concerns/complaints appropriately; and maintain frequent department wide, Collegewide and community contacts. Assist Student Services departments with questions, instructions and information. Purchase supplies and equipment with AVP orSenior Director approval as appropriate.
Assist students with issues within the departments of Student Services directing them through the appropriate process. Serve on various College committees as approved by AVP or Senior Director.
Other duties as assigned.
Bachelor’s degree in related field.
Demonstrated expertise in technical writing.
Full-time college or university work experience.
Two (2) years of post high school education; degree or certificate.
One year of education equals 45 quarter or 30 semester credit hours.
Three (3) years of closely related paid full-time secretarial/receptionist work experience.
Part time related work experience may be substituted for full time work experience on a prorated basis.
Trade off 1:1 in experience/education requirement
Knowledge, Skills & Abilities
Demonstrated excellence providing secretarial and administrative support in a high-visibility setting.
Knowledge of general office procedures and methods.
Excellent interpersonal communication (both verbal and written) and people skills.
Demonstrated expertise in writing contracts, reports, letters, memos, etc.
Excellent editing and proofreading skills.
Proficiency in operating word processing, spreadsheet, and database software.
Experience researching and analyzing complex information.
Demonstrated knowledge of accounting and budgeting.
Knowledge of college/university policies, procedures and operations.
Experience processing documents and forms relating to personnel, payroll and budgetary items and entering information into the appropriate databases and systems.
Demonstrated ability to work with and safeguard highly confidential information.
Demonstrated skill in meeting management to include scheduling, agenda preparation, and preparing minutes.
Ability to coordinate activities with others and work as part of a team.
Ability to perform duties with minimal supervision and follow written and oral instructions effectively.
Positive attitude and strong work ethic.
Ability to communicate effectively with a broad range of diverse people, ability, culture, ethnic background, to maintain good working relationships across the College.
Ability to work with all groups in a diverse academic, socioeconomic, cultural and ethnic background of community college students, faculty and staff, including those with disabilities.
Please indicate on your resume if your work experience is full-time or part-time.
Full-time employee benefits summary: http://i.slcc.edu/hr/docs/benefits-summary-18-19.pdf
Salt Lake Community College (SLCC) is fully committed to policies of equal employment and nondiscrimination. The College does not discriminate on the basis of race, color, national origin, age, sex, sexual orientation, gender identity, genetic information, disability, religion, protected veteran status, expression of political or personal beliefs outside of the workplace, or any other status protected under applicable federal, state, or local law.
SLCC is a participating employer with Utah Retirement Systems (“URS”).
This position may require the successful completion of a criminal background check.