Administrative Assistant I, Concurrent Enrollment
- Salt Lake Community College
- Location: Salt Lake City, Utah
Admin-Secretary and Administrative Assistants
- Posting Date: 11/23/2021
- Application Deadline: Open until filled
Position TitleAdministrative Assistant I, Concurrent Enrollment
Open Internally or ExternallyExternal
Reports to (title)Director, Concurrent Enrollment
Job Open Date11/23/2021
Open Until FilledYes
Priority Review Date12/07/2021
Essential Responsibilities and Duties
Work independently, without close supervision, and with careful attention to detail. Give secretarial support to the Concurrent Enrollment director and staff. Answer phones, screen calls and record messages, schedule and maintain department calendar, disseminate basic policies and procedures, and answer questions. Perform clerical functions which include operating word processing, spreadsheet, copier, and office equipment to compile, write and edit quality, finished memoranda, correspondence, reports, etc. Take minutes at staff meetings, liaison meetings, and partnership meetings. Order supplies and coordinate travel plans and expenses for the department.
Work with students, parents, faculty, and staff in giving pertinent information in a warm and positive manner. Assist students and parents with admission, registration, drop, and withdrawal processes.
Liaison assignments and payment:
Prepare liaison assignment packets twice a year, consulting with SLCC divisions and departments for liaison assignments; process liaison visit reports, checking for irregularities and contacting liaisons as necessary; prepare one-time payments, notifying liaisons of payment; mark spreadsheets and file paperwork in appropriate files. Email reminders to liaisons to visit. Prepare a report of classes not visited by a liaison.
Budget and finance:
Assist the CE Director in assessing budget needs; track and record all labor reports, revenue and expenditures on a spreadsheet and reconcile paper backup for each expenditure; process payment for miscellaneous bills, instructor seminars and training workshops; process teacher contracts as needed. Manage expenses for the department by ordering office supplies, paying organization membership and seminar fees, tracking supply inventory and credit card expenses.
Know and monitor accreditation requirements including liaison visits, teacher training, and student data. Maintain communication with department liaisons regarding trainings and payments. Gather all required documents for submittal to accreditation board. May require attending an accreditation interview.
Prepare and execute plans for CE Functions:
These activities include professional development meetings, faculty liaison meetings, partnership meetings, and other concurrent enrollment functions. Make room accommodations, arrange for refreshments, parking, create invitations, RSVP list, awards, etc. Ensure successful events that will promote the Concurrent Enrollment program.
Coordinate Staff functions:
Includes tracking of teaching schedules, time off, sick leave, reminders for staff of web time entry, monthly reports, and etc.
Other duties as assigned by the Director of Concurrent Enrollment.
Knowledge of college student information system.
Two (2) years related, full-time paid work experience.
Substitutions allowable for work experience or education on a 1:1 basis.
Knowledge, Skills & Abilities
Excellent file management skills and knowledge of general office methods and procedures;
Knowledge of concurrent enrollment, school district and college policies and procedures;
Excellent typing speed, word processing, and spreadsheet skills;
Ability to follow written and oral instructions effectively;
Good verbal and composition skills;
Work with confidential information;
Understanding of the college’s budget process and the financial software (Banner);
Give and follow written and oral instruction effectively under stress;
Consistently relate and communicate well with a variety of people within and outside the College;
Ability to work on many activities and projects concurrently;
Ability to coordinate activities with others;
Ability to communicate effectively with a broad range of diverse people, ability, culture, and 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.
Non-Essential Responsibilities and Duties
SLCC is a participating employer with Utah Retirement Systems (“URS”).
This position may require the successful completion of a criminal background check.