Administrative Assistant II - Student Services - FT
Under the general direction and supervision of the Dean of Student Development-Beatrice, the Administrative Assistant II provides secretarial and clerical support to the Dean and staff in the Student Success division. This is a full-time regular position.
Essential Functions
Manage Office:
- Maintain organization, expediency, quality control, and workflow for assigned duties.
- Be resourceful and creative in performing assigned duties to assist Student Success programs.
- Develop and maintain teamwork between administrative assistants in order to ensure a continuous and efficient flow of work across the college.
- Assist the Dean with reports and other duties as needed.
Perform Reception Duties:
- Operate a multi-line telephone system and direct incoming calls to appropriate staff members, including providing guidance to employers and students for utilizing the online job board maintained by the Career Services department.
- Supply general information to callers and distribute messages as needed.
- Schedule appointments, greet, and direct those needing assistance. Assist Career Services in the distribution and data entry of SCC Graduate information.
- Assist in Career Fair preparation, such as creating and hanging up signage and creating table tents.
Prepare and Maintain Division Records:
- Prepare, process, distribute, and file purchase orders, inventory lists, budgetary forms, and information relative to the Student Services Division.
- Prepare, process, and keep records of requisitions and purchases. Accountable for purchases and records associated with procurement card transactions.
- Maintain statistical records, confidential files, and other information and records unique to areas of the division.
Coordinate Division Printing Needs:
- Responsible for monitoring Student Success Division brochures, flyers, and other printing needs for various division areas.
- Initiate printing/copying orders to ensure adequate inventory of printed materials. Operate Office Machines
- Personal Computer including Optical Scanner; Fax Machine; Calculator; Telephone Equipment with voicemail; PBX Switchboard Console; Copy Machine.
- Order, clean, and install toner in printers in the Student Services Division area.
Communication and Correspondence:
- Communicate daily, both orally and in writing, with campus personnel, instructional staff, and other organization personnel.
- Respond to inquiries by composing replies and preparing written correspondence using word processing technology.
- Prepare other printed materials such as memos, reports, labels, Division staff meeting minutes, proposals, work orders, expense vouchers, and leave requests.
- Communicate with supervisor in a timely, factual, clear, concise, and meaningful manner.
Process and Distribute Mail for Student Services Division:
- Prepare and distribute mail and deliver it to the mail room.
- Pick up mail, sort, and distribute incoming mail for division units on a daily basis.
Maintain Office Supplies and Equipment:
- Maintain an inventory of various supplies for the division.
- Order, receive, and distribute office supplies as needed.
Other Duties:
- As directed, assist in hiring and provide orientation, training, supervision, and evaluation of assigned office personnel.
- Other duties as assigned.
Promote a Culture of Belonging
Support and promote an environment of belonging where all students, faculty members, and college employees feel welcomed, valued, and empowered to contribute. Foster a community where each individual and their varied perspectives enrich the educational experience and create a safe and respectful environment. Support the College’s policies and programming related to access, fair employment, and equal opportunities for all.
Minimum Qualifications
- High School graduate or GED.
- Minimum of three (3) years’ secretarial/clerical experience or two (2) years’ office experience plus one (1) year of related training.
Salary
$18.69 per hour
Benefits
SCC BEN Dollars – Eligible Employees: Full-time status. Regular employees with an FTE of 0.75 or greater will be eligible for SCC Ben Dollars. All employees will be required to elect a health insurance option. If the cost of insurance coverage selected by an employee exceeds the SCC Ben Dollars available, all additional costs will be withheld from the employee’s paycheck. Any SCC Ben Dollars that the employee does not elect to use for the purchase of dependent health and dental insurance will be paid to the employee in cash at $0.93 per $1.00 benefit dollar. All amounts paid are subject to withholding for income and employment taxes, but not subject to the College’s contribution toward the Retirement Savings Plan – Group Retirement Account (GRA).
Schedule
Normal working hours for this full-time regular position are scheduled between 8:00 a.m. and 7:30 p.m., Monday through Friday, requiring a minimum of a 40-hour work week, based on a 260-day work calendar. Scheduled special activities, emergencies, or temporary schedule changes may require hours outside of the regular workday or workweek.