ADMINISTRATIVE ASSISTANT TO THE DIRECTOR OF STUDENT SUCCESS (PART-TIME)

Position Summary

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Under the supervision of the Director of Student Success, the Administrative Assistant assists in providing and coordinating administrative, clerical and student support to the department of Student Success. The Administrative Assistant to the Director of Student Success utilizes college data and best practices in customer service operations that are designed to enhance guest relations for the purpose of affecting the retention, persistence and completion of currently enrolled and perspective students.

Essential Job Functions

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• Perform routine administrative and operational support tasks, such as communicate effectively with faculty, staff, and students, respond to emails, phone calls, and in\-person inquiries, and provide excellent customer service and maintain a professional demeanor.
• Utilize computer systems and software with proficiency.
• Works with students, in collaboration with faculty and staff, to schedule student appointments in the Student Success Center and follow\-up for missed appointments to ensure students receive the academic support they need.
• Assists counselors with securing candidates for note\-taker positions. Collaborate and assists the counselor’s efforts to notify disability students regarding services and accommodations.
• Assist in the process for hiring and training student tutors prior to and throughout each semester.
• Models and promotes a culture where accessibility, diversity, equity and inclusion are embedded in college life and operations, working regularly with diverse populations.
• Remains competent and current through self\-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses required by the supervisor.
• Contributes to the overall success of the Student Success Center by serving as the front\-facing employee of the Student Success Center. Through the utilization of database and other systems to maintain the functionality of services offered within the department.
• Supports the Director of Student Success by reviewing and approving time card entries on a bi\-weekly basis.
• Supports the Director of Student Success by managing inventory and supply orders for the department.
• Supports the Director of Student Success by managing staffing and scheduling needs for the department.

Requirements

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• Associate’s Degree.
• Three or more years as an administrative assistant or equivalent.
• Experience with office management principles and practices and demonstrate a strong customer service orientation.
• Experience working with student database systems and computer systems in a college environment, along with proficiency in Microsoft Office applications.

Supplemental Information

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SKILLS:

• Skill in maintaining and updating records and related systems by displaying strong attention to detail, dedication to customer service, and a team approach to work.
• Skill and proficiency in the use of office equipment and technology, computers and related software, such as word processing and spreadsheets, and the ability to master new technologies.
• Skill in diplomacy, tact and emotional intelligence required to develop positive relations.
• Skill in responding to public inquiries and internal requests with a high degree of professionalism.
• Skill in developing, implementing, and maintaining procedures to enhance efficiency in department operations and coordinate activities across departments.

ABILITIES:

• Ability to acquire knowledge of the principles and practices of a community college and skill in providing support to such activities.
• Ability to work flexibly and independently, set priorities, work simultaneously on numerous tasks, use good judgement and initiative, and meet/exceed deadlines.
• Ability to work with minimal direction and comfortable with making decisions. Ability to understand instructions and follow detailed procedures consistently.
• Ability to work professionally with the public and serve as a representative of the College with discretion.
• Ability to effectively and professionally communicate and present ideas and concepts orally and in writing.
• Ability to establish effective working relationships and use good judgment, initiative, and resourcefulness when dealing with staff, students, faculty, the public, and other professional contacts.
• Demonstrate administrative and organizational skills, including the ability to prioritize multiple tasks, work in a fast\-paced environment with numerous interruptions, and meet deadlines.
• Ability to critically assess situations, maintain attention to detail, solve problems, work efficiently under stress, within deadlines, and changing work priorities.
• Ability to perform extensive research, compile complex data and prepare accurate records and reports.
• Ability to type and enter data with speed and accuracy.
• Ability to set up and maintain complex and confidential files, databases, records and schedules.
• Ability to establish credibility with broad and diverse constituencies within the college based upon integrity, critical thinking, outstanding operational performance, a customer service orientation and excellent interpersonal relations.
• Ability to identify and secure confidential information.
• Ability to perform research, compile complex data, and prepare accurate records and reports.
• Ability to build rapport with students and establish trust.
• Strong problem\-solving and case management skills.
• Ability to manage a caseload and prioritize multiple responsibilities.
• Commitment to student equity, access, and success.
• Ability to work independently and collaboratively in a team environment.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk, hear, view and create written documents. Employee must communicate with others in person and on the telephone. Must view and produce electronic documents. The employee frequently is required to sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to stand, walk, stoop, or kneel. The employee must occasionally lift and/or move items of light weight.

While performing the duties of this job, the employee typically works in a business office setting. The noise level in the work environment is usually quiet.