CALDWELL COMMUNITY COLLEGE AND TECHNICAL INSTITUTE Administrative Assistant, Continuing Education Salary in the United States

Performs a wide variety of generalized and responsible administrative clerical work; provides information and assistance to the public and to faculty. 

Work Schedule: Monday - Friday; 8:00am. - 5:00pm.Essential and other responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

1. Establishes and maintains a variety of confidential files and records such as instructional schedule, correspon­dence, the departmental budget, contracts, enrollment records and various materials related to specific area of assignment.
2. Screens office and telephone calls; respond to sensitive complaints and requests for information from the general public, students, faculty and staff; resolves concerns and complaints; refers inquiries as appropriate.
3. Performs administrative duties within the clerical support system; recommends improvements in work flow, procedures and use of equipment and forms.
4. Participates in the administrative duties relating to assigned department; prepares and distributes comprehensive notices, reports, minutes of meetings and agendas; compile annual budget requirements; format, print, review and document survey results, newsletters, manuals and a variety of college documents.
5. Operates a variety of office equipment including a phone system, copiers, facsimile machines and computers; inputs and retrieves data and text; utilizes various computer software programs.
6. Prepares type and enter draft and final instructional schedule and examination schedules into a host computer; assists in course enrollment; monitors classes; updates master class schedules.
7. Independently composes, types, reviews and proofreads a wide variety of complex and confidential reports, letters, memoranda and statistical charts.
8. Greets and assists visitors; answers questions in a courteous manner; provides information within area of assignment.
9. Maintains a calendar of activities, meetings and various events for assigned supervisor; coordinates activities with other campus departments, the public and outside agencies; schedules placement tests and appointments as needed; makes travel arrangements for campus managers and faculty; maintains records of travel vouchers, check requests, purchase orders and requisitions.
10. Compiles, prepares, distributes and collects instructional reports and general course work information; compiles quarterly class schedules; coordinates ordering of books and materials for classes with bookstore personnel.
11. Provides information and forms to the public as needed; applies departmental policies and procedures in determining completeness of applications, forms, records and reports.
12. Contacts the public and outside agencies in acquiring and providing information and making referrals.
13. Prepares and maintains a variety of records, reports and files.
14. Participates in professional development activities and required employee training.

Marginal Functions:

1. May serve as a notary public; notarizes documents as requested.
2. May type from rough draft or verbal instruction; takes and transcribes dictation using shorthand or dictation equipment as re­quired.
3. Performs para-professional support work as assigned including special research projects.
4. Coordinates and assists with department workshops; makes logistical support arrangements including meeting room reservations, catering, registration, handouts and name tags, clean-up and member services.
5. May order and maintain adequate supplies as required; perform emergency maintenance duties as needed.
6. May receive, open, sort and distribute mail.
7. Perform other duties as assigned.

This position description covers the most essential functions and duties associated with this position. The President or appropriate supervisory personnel may assign additional duties. The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title with or without notice.

 Knowledge of:
Operations, services and activities of assigned department.
General principles and practices of fiscal, statistical and administrative data collection and report preparation.
Business letter writing and report preparation techniques.
Advanced principles and procedures of record keeping and reporting.
Modern office procedures, methods and computer equipment.
English usage, spelling, grammar and punctuation.
Basic accounting and mathematic principles.
Pertinent Federal, State and local laws, codes and regulations.
Various computer software programs and networks.
Alpha and numerical filing systems.
College registration procedures.
 
Ability to:
Perform responsible and difficult administrative and secretari­al work involving the use of independent judgment and personal initiative.
Understand the organization and operation of the CCC&TI campus as neces­sary to assume assigned responsibili­ties.
Take and transcribe dictation, if required by assigned position, at a speed necessary for successful job performance.
Interpret and apply administrative and departmental policies, procedures, laws and regulations.
Work independently in the absence of supervision.
Compile and maintain confidential records.
Independently prepare correspondences and memorandums.
Type and word process at a speed necessary for successful job performance.
Maintain the security of confidential matters.
Participate in researching, compiling, analyzing, interpreting and preparing a variety of fiscal, statistical and administra­tive reports.
Operate and use modern office equipment including a computer.
Work cooperatively with other departments, department officials and outside agencies.
Respond to difficult requests and inquiries from students, faculty and staff.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain cooperative working relationships with those contacted in the course of work.
Maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include the following:Maintain effective audio-visual discrimination and perception needed for:Maintain mental capacity which permits:Effectively handle a work environment and conditions which involve:
Environmental Conditions:
Office environment; exposure to computer screens; may work irregular hours.
 
Physical Conditions:
Essential and marginal functions may require maintaining physical condition necessary for standing or sitting for prolonged periods of time; lifting and carrying moderately heavy materials; rapidly typing for extended periods of time.
 Experience:
Minimum one year of prior secretarial or administrative experience required.
 
Training:
Associate's Degree in secretarial sciences, office administration, office technology, business administration, or a related field required. Proficiency in MS Office (MS Excel and Word) required.