Job Posting for Assistant, Administrative, Library Services at Guilford Technical Community College

Guilford Technical Community College (GTCC) is currently the fourth largest of NC Community College System’s 58 institutions. On our six campuses and through our online offerings, we annually serve approximately 27,500 students, 60% of whom are students of color. We strive to offer programs that provide equitable educational outcomes for all students representing all backgrounds, including, but not limited to, ability, age, gender, race, religion, sexual orientation, and socioeconomic status. At GTCC, we are committed to cultivating a workplace culture of inclusion that welcomes, develops, supports, and empowers employees. We are looking for an exceptional leader who shares our institutional mission, vision, and values, to join the instructional team.

The administrative assistant provides a wide variety of administrative and support functions for the Curriculum Instruction Division/Library. The administrative assistant will at times work independently by taking initiative to ensure efficient daily operations, collaborates with a wide range of internal and external college constituencies to support the unit effectively. Responsibilities include, but are not limited to the following: prepare payroll, create contracts, assist with purchasing processes, perform word processing/data entry, duplicate materials, maintain files and critical records, answer/assess telephone inquiries, prepare correspondence, schedule meetings and tasks, arrange travel, assist with budget management, and record meeting minutes.

Mid Salary $43,877.79 - We offer a competitive salary package that will be determined based on the candidate's experience level and qualifications related to the job. Compensation will be commensurate with your level of experience. Duties/Functions

Provide administrative support for library staff located at all campus locations.
Coordinate schedules including internal and external obligations, including coordination and prioritization of daily appointments and business obligations.
Arrange meetings: handle communications, travel arrangements, and the processing of related functions and documents.
Call processing: The person in this position should be able to refer incoming calls to the respective employee or department while ensuring that appropriate calls are referred to the Library Director.
Provide administrative support to relative to the Library Director committee appointments. Duties include scheduling meetings, preparing agendas, documenting minutes, and preparing exhibits.
Assist in the hiring processes for Curriculum Instruction Division by coordinating interview meetings/documents.
Prepare new hire and separation documents, as well as prepare payroll and manage leave requests for Library Services /Curriculum Instruction staff.
File and retrieve documents and reference materials.
Support regional accreditation processes and correspondence.
Provide exemplary customer service in person, over the phone and via email. Treat customers with courtesy and respect, showing concern for their needs, and investigate and resolve concerns promptly.
Help interpret policy for students, parents, and faculty/staff.
Maintain confidentiality of information.
Maintain budget records: recommend expenditure requests, monitor expenditures to ensure compliance with approved budget, recommend and process budget transfers. Assist in developing draft budget proposals as necessary.
Perform purchasing functions: research availability and pricing, assist in developing bid proposals, complete requisitions/contracts and process invoices for approval.
Prepare reports and/or presentation materials as required.
Help coordinate planning unit activities and timely completion of planning process/documents.
Ensure all documents that require a signature are promptly signed and returned to appropriate recipients.
Provide training and mentoring to other administrative assistants as needed.
Develop forms for college wide use
Serve on college committees and focus groups
Demonstrate and model the college’s employability skills: adaptability, communication, information processing, problem solving, responsibility and teamwork.
Perform all other duties as assigned.

Difficult Challenges Contacts Education Required

Associate Degree in Business Administration, Office Management or related field, or at least four years’ of related administrative experience.

Education Preferred

Bachelor’s Degree in Business Administration, Office Management or related field

Experience Required

Two years of related administrative experience and a proven record of progressively responsible experience in administrative functions, including evidence of experience in the following areas:

o Thorough knowledge of office practices, procedures and equipment to include basic accounting practices to track budget and expenditures
o Proficiency in Microsoft Office products and experience using word processing, developing spreadsheets, developing presentations, and using database software applications

Experience Preferred

More than 2 years of recent progressively responsible experience providing administrative support
Experience in an academic setting
Recent experience with an enterprise student information system (e.g., Colleague)
Possess an intermediate knowledge of database programs (e.g., Access)

KSA Required

Ability to create, correct and format documents and communications. Work experience with word processing, database software, spreadsheets, presentation and communication software. Willingness to be continually updated in these skills.
Ability to work independently with limited supervision.
Demonstrate initiative in upgrading skills with professional development opportunities.
Ability to handle paperwork and confidential information with discretion and sensitivity.
Exceptional organizational skills and deadline management with the ability to prioritize projects and tasks.
Ability to work efficiently and calmly under pressure.
Strong verbal skills and personable manner in dealing with the public in person and on the phone.
Ability to compose correspondence with correct punctuation and grammar.
Strong proof reading skills.
Ability to communicate effectively both orally and in written form.
Punctuality and flexibility in time management.
Neat, professional appearance and attire.
Proficient computer skills.
Accuracy and attention to detail is a must.
Ability to organize and maintain files for ready access.
Must be willing to work flexible schedules as needed. Will be in constant contact with public at all times.

KSA Preferred Department/Job Specific Requirements

Ability to learn special software for libraries.
Ability to assist customers at a service desk.
Travel to any campus location as needed.

The following (compliance) training is required and must be completed within the first 30 days of hire with annual refresher training thereafter:

Ethics
Safety/Shooter on Campus
Personal Information Protection Training (PIP)
Anti-Discrimination/Harassment & Title IX
Other training may be required as determined applicable.

Physical Demands

Ability to sit for extended periods of time, stand, climb, lift and carry objects weighing up to 30 lbs., pulling/pushing, stooping, and walking.

Posting Type Staff

Posting Detail Information

Posting Number

2024-225-REG

Open Date

05/08/2024

Close Date

05/28/2024

Open Until Filled

Special Instructions to Applicants

Pre-employment testing is a requirement for this position.

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