What are the responsibilities and job description for the Academic Services Administrative Specialist position at Jefferson College?
Position Details
Position Information
Position Title
Academic Services Administrative Specialist
PIN
817000
Classification Summary
Incumbents perform non-routine, complex clerical functions requiring the application of department and organizational policies and procedures. Responsibilities may include explaining organizational or departmental policies and procedures to students, faculty, and other staff; prioritizing tasks; scheduling appointments, classes, and/or activities; attending meetings and taking notes; desktop publishing; preparing, reviewing, revising and distributing documents and correspondence; creating purchase orders; and performing basic quantitative and qualitative reviews of data. Incumbents may provide direction to student workers and/or part-time staff and may occasionally perform some of the duties of the higher levels.
Minimum Education and/or Training and Experience
High School Diploma or equivalent (G.E.D.), and one year clerical or administrative experience
Preferred Education and/or Training and Experience
Licensing Requirements
None
Essential Job Function
These are the job duties that are required of the position.
Classification Duties
- Assist with department programs and projects; work may involve scheduling and coordinating appointments, classes, meetings; sending documents; and assisting with departmental operations as needed. (B2)
- Prepare, edit, proofread, sort, process, maintain, and/or distribute correspondence, reports, rosters, forms, files, booklets, time sheets, packets, personnel paperwork, work orders, or other documents; work may involve researching and compiling information; performing basic quantitative and qualitative data analysis; and utilizing and updating department systems or databases (B2)
- Prepare, track, sort, review, process, and/or reconcile various records, invoices, requisitions, bills, check requests, deposits, accounts, reimbursements, travel requests and vouchers, applications, or forms. (B2)
- Perform office duties to include monitoring inventory; ensuring adequate availability of supplies and materials; ordering supplies; sorting and distributing mail; and maintaining and updating departmental websites. (B2)
- Coordinate assignments of and schedules part-time and temporary staff; work may involve prioritizing and assigning work, and monitoring performance. (B2)
- Coordinate with internal and/or external personnel, departments, and agencies to communicate information, respond to requests, serve as a liaison, provide assistance, and facilitate departmental operations. (B2)
- Perform other related duties of a comparable level/type as assigned.
Position Duties
- Create and prepare specialized reports; edit, proofread, sort, process, maintain, and/or distribute correspondence, budget reports, forms, files, personnel paperwork, work orders, or other documents; work includes researching and compiling departmental budget information; performing basic quantitative and qualitative data analysis; and utilizing and updating department systems or database.
- Perform specialized administrative duties required to support the Academic Services program area, using discretion to make judgments based on operating guidelines. Support purchasing requirements for department, researching items and obtaining price quotes, entering information into budget reports, receiving purchase orders, track, sort, review, process, and/or reconcile various records, invoices, requisitions, bills, check requests, deposits, accounts, reimbursements, travel requests and vouchers, applications, or forms.
- Perform office duties to include monitoring Director phone calls, appointments, and committee minutes; ensuring adequate appointment times; retrieving, sorting and monitoring mail; and assist with maintaining and updating departmental websites.
- Organize and prepare meeting schedules for Director of Academic Services, ensure meeting spaces are properly requisitioned ahead of schedule, assist with special projects and events as needed.
Multistate Employer
Employees of Jefferson College must reside in Missouri or Illinois.
Multistate Employer
Position Knowledge/Skills
Knowledge
Customer service principles;
Computers and related software applications;
Recordkeeping principles;
Keyboarding techniques;
Filing principles and practices;
Modern office procedures, methods, and equipment.
Computers and related software applications;
Recordkeeping principles;
Keyboarding techniques;
Filing principles and practices;
Modern office procedures, methods, and equipment.
Skills
Create and implement budget reports for Academic Service Departments
Using a computer and related software applications;
Providing customer service;
Filing;
Processing information utilizing established procedures;
Keyboarding;
Using office equipment;
Maintaining records and files;
Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to give and receive work direction.
Using a computer and related software applications;
Providing customer service;
Filing;
Processing information utilizing established procedures;
Keyboarding;
Using office equipment;
Maintaining records and files;
Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to give and receive work direction.
Machines, Tools, Equipment and Software
Copy Machine/Fax/Scanner
Phone system
Microsoft Office Suite
Label Maker
Document shredder
Ellucian Banner
JAWS database system
ZoomText
Natural Reader
Kurzweil 3000
Phone system
Microsoft Office Suite
Label Maker
Document shredder
Ellucian Banner
JAWS database system
ZoomText
Natural Reader
Kurzweil 3000
Physical Factors
Physical Effort
Physical Effort
Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.
Posting Information
Division
Academic Services (DIV)
Department
Academic Affairs
Reports To
Director of Academic Services
Wage/Salary
17.00
Status
Full-time
If Part-time, hours per week
If Non-exempt, work days
If Non-exempt, work hours
Posting Detail Information
Posting Number
SF00522
Desired Start Date
06/03/2024
Open Date
04/29/2024
Close Date
Special Instructions Summary
Review of applications will begin on May 13 and will continue until position is filled.
Quicklink for Internal Posting
https://jeffco.peopleadmin.com/postings/4364
EEO Statement
It is the policy of Jefferson College that no person shall, on the basis of age, ancestry, color, creed, disability, genetic information, marital status, national origin, race, religion, sex, gender identity or expression, sexual orientation, or veteran status, be subject to discrimination in employment or in admission to any educational program or activity of the College. In compliance with Federal Rules and Regulations, Jefferson College has adopted a procedure for resolving complaints of discrimination. The procedure is available to any Jefferson College student, employee, or applicant who feels that he or she has been discriminated against in employment, student programs, or student activities.
Diversity Statement
Jefferson College is a community leader dedicated to supporting and promoting diversity through opportunities and experiences that foster a culture of respect, inclusiveness, and understanding for everyone in the campus community to engage in a diverse world.
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