POSITION: Administrative Assistant
DEPARTMENT: Instruction and Student Services
REPORTS TO: Vice President of Instruction and Student Services
SALARY: $10.58 per hour
SUMMARY OF WORK:
An administrative assistant provides clerical and administrative support for the Office of Student Services. He or she maintains and organizes an office conducive to efficiency and productivity. An administrative assistant serves as the first line of contact with students, other employees, and the public; makes them feel welcome; and provides prompt service or appropriate referrals. He or she is also responsible for communicating effectively in person, on the telephone, and through email messages. Administrative assistants proficiently use various computer software programs (e.g., Microsoft Office, Ellucian/Banner, etc.), keep records and maintain files, issue college equipment, and track inventory. He or she assists with report writing, creating presentation materials, making posters, and writing press releases.
Nature of Work: This position performs administrative and clerical duties for the office requiring attention to detail, timeliness and accuracy. Position must be able to handle several tasks under pressure in a dynamic environment. The incumbent must adhere to standards of confidentiality of information and documentation, and must remain friendly and welcoming to all persons contacted or coming into the office. He or she must effectively work with a diverse group of people.
Personal Contacts: Daily contact with students, faculty, staff, and the public.
Supervision Received: Supervision from the Vice President of Instruction and Student Services
Supervision Exercised: None
Essential Functions: Position requires ability to: communicate well orally and in writing; type and file, answer the telephone, determine and set work priorities, make purchases, prepare bills for payment, maintain and prepare accurate records, operate and apply current computer knowledge including current word processing and database software, assist with collecting data and submitting reports.
AREAS OF JOB ACCOUNTABILITY AND PERFORMANCE:
- Provides excellent service to students, faculty, staff, and the public, and makes appropriate referrals to other College units as necessary.
- Maintains and secures departmental records, and maintains appropriate confidentiality and document security.
- Coordinates and schedules appointments and meetings; takes minutes for meetings hosted by the department as directed.
- Proficiently uses various computer software programs (e.g., Microsoft Office, Ellucian/Banner, etc.).
- Issues college equipment and tracks inventory.
- Maintains files and processes documentation (e.g., travel vouchers, invoices, etc.).
- Creates and prepares mailing lists, posters, and brochures for workshops and events.
- Provides relevant training for student employees.
- Gathers and compiles data, creates reports, and develops presentation.
- Assists with monitoring departmental expenditures.
- Assists, as appropriate, with departmental programs, services, and tasks (e.g., proctors tests, organizes and executes conferences and events, processes mass mailings, etc.).
- Complies with College policies and procedures regarding work schedule, punctuality, leave requests, and confidentiality of all information.
- Cooperates with other staff and demonstrates respect for other employees to contribute to a positive and efficient working environment.
- Performs other duties as assigned.
Knowledge: This position requires a thorough knowledge of office procedures and techniques, computers and software usage, telephone etiquette, and College services and unit responsibilities.
Skills: This position requires skills in the use of Microsoft Excel and Word, and must be proficient in the use of printers, fax machines, and copiers. Valid driver’s license is required. The position also requires the exercise of appropriate discretion and judgment.
Abilities: This position requires the ability to be professional in stressful situations or when serving an angry person. The incumbent must be accurate in performance of duties, communicate effectively orally and in writing, maintain confidentiality, listen effectively, and establish effective working relationships with fellow employees, supervisors and the public.
EDUCATION AND EXPERIENCE:
Applicants must demonstrate that they meet the minimum requirements, as stated below.
- An Associate’s degree in Business, Communications or related field; or experience equivalent to the required degree
- Two years of office experience with a high degree of responsibility
- Experience using Microsoft Word and Excel
- Experience in an institution of higher learning
- Bachelors’ degree
- Advanced skills in writing or editing press releases and/or presentation materials
- Skills in data research
JOB PERFORMANCE STANDARDS:
Performance of the preceding requirements, areas of job accountability and performance, and assigned duties will form the basis of evaluation.
COMPLETED APPLICATION PACKET MUST INCLUDE:
- Completed Dawson Community College application
- Current resume
- Cover Letter
- Copies of college transcripts (original transcripts may be required, if hired)
- Three professional references (names, addresses, and phone numbers).
INQUIRIES MAY BE DIRECTED TO:
Human Resources Department
Qualified protected class individuals are encouraged to apply. Dawson Community College must comply with the Immigration Reform and Control Act of1986. If hired, you will be required to provide documents to show your identity and authorization to work.
Nondiscrimination Policy: Dawson Community College does not discriminate on the basis of creed, race, religion, gender, national origin, age, disability, veteran status, genetic information, pregnancy status, marital status, gender identity or expression, or sexual orientation with respect to access, employment, programs, or services. The College is in compliance with Executive Order 11246; Title VII of the Civil Rights Act of 1964, as amended by the Equal Employment Opportunity Act of 1972; Title IX regulation Implementing Educational Amendments of 1972; Section 504, Rehabilitation Act of 1973; the Americans with Disabilities Act of 1990; the 1991 Civil Rights Act; the Age Discrimination in Employment Act of 1967, as amended; the Vietnam Era Veterans’ Readjustment Assistance Act of 1974; Title 49, the Montana Human Rights Act; and all other federal, state, and college rules, laws, regulations and policies. Inquiries or complaints concerning these matters should be brought to the attention of John Bole, Director of Student Learning and Engagement, Title IX Coordinator. Telephone: (406) 377-9416. Email: firstname.lastname@example.org. Office: 117 Library. Mailing Address: John Bole, Title IX Coordinator, 300 College Drive, Glendive, MT 59330.