Position TitleAdministrative Assistant I, Diversity and Multicultural Affairs
Open Internally or ExternallyExternal
Reports to (title)Director, Office for Diversity and Multicultural Affairs
DepartmentOffice for Diversity & Multicultural Affairs - Student Affairs
Job Open Date06/06/2019
Open Until FilledYes
Priority Review Date06/24/2019
Under limited supervision, the administrative assistant will provide organizational and secretarial support to the Director of the Office of Diversity and Multicultural Affairs (ODMA) and ODMA staff members as needed. Primary responsibilities of this position include clerical duties such as filing and relaying messages; processing and disseminating information to internal and external constituents; assisting in managing the office; handling personnel and human resources paperwork; and preparing fiscal and budgetary reports. As a member of the ODMA team, the administrative assistant will benefit from being part of a caring team environment made up of more than 20 people, which includes 11 professional staff and over 10 student leaders.
Essential Responsibilities and Duties
• Assists the ODMA director by maintaining their calendar and anticipating, planning, and scheduling internal and external commitments.
• Work with marketing and other colleagues in the department to maintain and update the ODMA Website.
• Maintain an inventory of all equipment used in the department.
• Order office supplies, equipment, keys, and reserve motor pool vehicles when necessary,
• Arrange all of the department’s in- or out-of-state travel accommodations and paperwork.
• Perform clerical functions such as filing, photocopying, printing, scanning, mailing or emailing constituents, making purchases, scheduling meeting spaces, and organizing or re-arranging the department’s physical space.
• Perform receptionist duties such as screening calls and taking messages, maintaining confidential information, entering data, researching solutions, gathering information, making referrals, and distributing mail.
Collect and Disseminate Information
• Assist the ODMA director prepare for meetings by collecting and/or researching related information, maintaining relevant files, and briefing them on important matters.
• Research, compile, and disseminate verbally or electronically information to the ODMA team.
• Keep accurate and complete records of staff and selected committee meetings by taking effective meeting minutes/notes.
• Respond to a wide range of telephone, electronic and in-person inquiries or problems presented by students, staff, other SLCC departments and the general public.
• Inform and train ODMA staff of appropriate office and College procedures, processes, or protocols.
• Provide coverage of the main reception desk (when needed) and assist students and guests.
• When necessary, replace office equipment, such as computers, laptops printer, tablets, furniture, emergency kits, and day-to-day supplies.
• Manage the filing and indexing of both digital and hard copy documents.
• Fill out and submit the appropriate forms to ensure staff have proper access and clearance to websites, software, equipment, rooms, and other things they need to perform their duties.
• Send reminders to staff and verify time entries for payroll approval.
• Handle all paperwork for hiring or terminating full-time and part-time employees.
• Serve as the department’s liaison with Human Resources, Payroll, and Purchasing, and Accounts Payable.
• Prepare monthly fiscal budget reports for the ODMA director.
• Establish effective book keeping practices to monitor and maintain detailed knowledge of the department’s revenue and base budgets.
• Process fiscal and budgetary paperwork, which may include requisitions, purchase orders, reimbursements, transferring funds, reallocations, purchasing card statements, vouchers, grants, and other expenditures.
• Assist in the budget reconciliation process as necessary.
• Other duties as assigned.
Preference will go to candidates who have:
a) Experience working with diverse students which includes students of color, sexual minorities, students with disabilities, non-traditional students, and other underrepresented groups.
b) Experience working in a higher education environment, particularly two-year schools.
c) Bilingual or multilingual ability.
To be considered for this position, all candidates must have:
a) An associate degree or two years (i.e., 60 credits) of a post-secondary education completed.
b) Two years of paid full-time secretarial or related work experience.
Part time experience my be substituted for full time experience on a prorated basis.
Trade off 1:1 in experience/education requirement.
Knowledge, Skills & Abilities
The ODMA administrative assistant must:
• Create a welcoming environment for everyone who visits the Office of Diversity and Multicultural Affairs.
• Possess excellent business writing skills, which includes proper grammar, spelling, punctuation keyboarding, and vocabulary to prepare correspondence, reports, notes, forms, signs, and announcements.
• Demonstrate a personal commitment to diversity, equity, and social justice.
• Demonstrate initiative, creativity, teamwork, conflict resolution, and knowledge-acquisition skills.
• Have a basic understanding of budgeting, mathematics, accounting, bookkeeping, payroll procedures, and requisitions.
• Feel very comfortable using technology, specially Microsoft Office Suite (i.e., Excel, Word, Outlook, and PowerPoint), scheduling software, student information databases, project management tools, and Adobe Reader.
• Be dependable, have excellent organizational skills, and pay close attention to details.
• Participate in ongoing professional development sessions.
All candidates should possess the ability to:
• Function in a positive, proactive, productive and team-oriented manner.
• Relate and communicate well with a diverse staff and student population.
• Complete time-sensitive tasks in an office setting that is prone to frequent interruptions.
• Communicate clearly and accurately in writing and orally.
• Safeguard highly sensitive and confidential information.
• Consult and collaborate with other administrative personnel and offices in the Student Success Unit, Student Affairs Division, and Institutional Advancement.
• Set priorities and work well under pressure.
• Quickly learn college policies, procedures, and processes.
• Assist, plan, organize, and carry out projects and activities.
• Track information and disseminate information.
• Support, mentor, and/or supervise a highly diverse group of students, volunteers, or work-study students.
• Communicate effectively with a broad range of diverse people, ability, culture, ethnic background, to maintain good working relationships across the College.
• 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.