Administrative Assistant I

General Description of Position Under the general direction and supervision of the Administrative Assistant II, Arts & Sciences Division, the Administrative Assistant I is the first point of contact for the Adult Education program and is responsible for a variety of customer services and clerical duties related to Adult Education.
The Administrative Assistant I interacts with students, staff, faculty, and agency staff who make inquiries regarding the Adult Education program.Normal hours for this full-time regular position may be scheduled any time between 7 AM and 8 PM Monday-Friday and occasionally Saturday as needed.
A regular, 40-hour/week schedule will be developed with the supervisor.
Regularly scheduled hours and/or locations may be modified to ensure appropriate office coverage on an as-needed basis.Southeast Community College offers competitive compensation and a robust benefits package, including, but not limited to medical/dental insurance, 403(b) retirement with College matching contribution, vision insurance, flexible spending account, and tuition reimbursement.
Southeast Community College also offers extensive leave plans.
In addition, Southeast Community College makes available to all full-time employees the use of "Ben Dollars" (cash-in-lieu potential for certain coverage levels) to cover medical and dental premiums.Essential FunctionsPerform Reception DutiesProvide high-quality, responsive customer service which includes, but is not limited to, answering, and directing phone calls, greeting and directing customers, answering customer questions, maintaining a positive and helpful presence at the front desk, and supporting day-to-day operations of the Adult Education program.Perform Data Entry by entering incoming documents into the document tracking systems.Prepare reports as requested.
Maintain Student FilesMaintain student files; ensure that information is complete.Update files with new information.Image Student FilesEnter student files into the College network imaging system.
Organize student files and prepare them for imaging.Use scanning equipment to image and index documents.
Verify the integrity of the information.Retrieve documents from the imaging system for students and staff as needed.
Maintain Adult Education OfficeMaintain office organization, expediency, quality control, accuracy, and workflow for assigned duties.Demonstrate resourcefulness and creativity in performing assigned duties.Maintain teamwork to ensure continuous and efficient flow of work within the division.Create and maintain a positive office atmosphere that fosters respect and collaboration.Create and maintain a positive office atmosphere that fosters respect and collaboration.Maintain an office environment that is free of gender, cultural, and ethnic bias.Maintain Office Supplies and Instructional MaterialsInventory, order, receive, and distribute office supplies and instructional materials as needed.Set-Up Student Access to Adult Education Approved Distance Learning Programs Enter students' names, demographic data, and other set-up data into the program.
Set-Up and Maintain Shared Drive Attendance DocumentsCreate and populate templates for tracking student attendance in a shared file.
Communicate with Program, Division, and College PersonnelPrepare, copy, file, and distribute materials, electronically and in hard copy as needed, including form letters, memos, syllabi, curriculum materials, minutes, proposals, reports, etc.Communicate with supervisor and staff in a timely, factual, clear, concise, and meaningful manner.
Process Program MailProcess and distribute program mail to the central mail room and return incoming mail to the division; sort and distribute mail as needed.
Provide Student SupportProvide support for program students, staff, and faculty with required paperwork, technology needs, office tasks, and other organizational tasks as needed.
Assist with OrientationsAssist with logistics of activities such as student orientations, assessments, workshops, and events.
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, regardless of their identities.
Foster a community where diverse identities and perspectives enrich the educational experience and create a safe and respectful environment.
Support the College's policies and programming related to access, fair employment, equal employment opportunity, equity, inclusion, and diversity.
Marginal FunctionsMay be required to perform associated duties, functions, or assignments in other divisions/programs/areas as required.Perform other College functions and duties as assigned.Must be able to work varied days, hours, shifts, locations, and campuses as required.
Work schedules (hours/days/work location) are scheduled by Southeast Community College based on the needs of the College.
Work hours, shifts, days, and work locations may vary depending on the needs of Southeast Community College and are subject to modification.
Emergency or scheduled special activities may require hours outside of the regular workweek.Required Knowledge, Skills, and AbilitiesProficiency with English grammar and usage, professional communication, business letter production, proofreading, filing, and paper and digital record-keeping systems as well as the skill and ability to perform the above functions consistently and accurately while meeting multiple demands in a timely fashion.Demonstrate knowledge and experience in telephone use and etiquette.Work and communicate with a diverse group of students, staff, and the public using skills and abilities in business communications and etiquette.Maintain a continuous, pleasant personality and congenial disposition in all situations.Demonstrate knowledge of and experience in operating a personal computer with the Windows Operating system and the Microsoft Office Suite.Computer proficiency that allows for the ability to learn new software and technology.Knowledge or ability to gain and maintain knowledge of policies and procedures used in an educational institution, partner agencies, and grant-funded programs and the ability to work as a productive member of a Division team using the established practices, procedures, and policies of the College and other agencies.Ability to perform basic math functions and ability to utilize basic accounting practices and office procedures including Excel spreadsheets.Must be able to multitask and complete jobs/tasks in a timely fashion.Maintain professional and appropriate working relationships with colleagues, students, and visitors.Ability to lift and carry up to (50) fifty pounds for short distances, and move tables, chairs, and media equipment.Ability to communicate effectively both in writing, in person, and on the phone.The individual must possess the above skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.
Minimum Qualifications High school graduate or equivalency.Two (2) years of administrative assistant/clerical experience OR one (1) year of office experience plus one (1) year of related training.
Desired Qualifications Credential from a post-secondary administrative assistant/office professional program.Experience working in an educational institution.Experience with Datatel/Colleague or other student services software used within an educational system.