Job Description

Essential Functions

• Provides confidential administrative support to the unit administrator
• Assist with the preparation of reports: compile, analyze, sort, and compare various forms of data.
• Create, edit and maintain spreadsheets, charts, and graphs of department, division and college wide data. Research, compile, sort, and analyze division budget data and prepare reports and forecasts of budget and salary expenses.
• Coordinate and monitor division equipment purchases.
• Screen, prioritize and respond to all incoming communication. Manage and maintain the associate dean’s calendar.
• Monitor enrollment numbers. Produce documents, data collection and presentation documents, as well as accurate and effective publications by using a variety of software programs.
• Support the division recruitment process. Includes scheduling hiring committee meetings, preparation of screening materials, sorting and maintaining applications received, scheduling interviews, preparing candidate information and preparation of hiring/onboarding materials.
• Work with Program Chairs, Division Administrative Assistant IV, Associate Deans and Division Dean to coordinate course offerings, resolve room and scheduling conflicts, maintain current information within CTC Link. Prepare quarterly course schedules, compile and coordinate paperwork for semi-annual program reviews for the division.
• Review and submit reports for Accreditation, Assessment, budget development and other information as requested.
• Serve as liaison and point person between division and public. Serve as a liaison between faculty and department chairs, chairs and Deans, and between students and Deans. Use discretion, tact and diplomacy to interact effectively with diverse staff, students, and public and community populations.
• Represent the dean and division in meetings, task forces, and other college activities.
• Participate in college professional development, training, and governance opportunities as needed.
• Coordinate requests and work related to rooms, building, equipment, grounds, and maintenance.
• Perform other related work as required.

Qualifications

Minimum Qualifications

• High school graduation or equivalent.
• Three (3) years of full time equivalent (FTE) experience as an administrative assistant or responsible professional/comparable experience.
• (An Associate’s degree or higher in a directly related field may substitute for up to 2 years of experience. Certification of completion from a professional secretarial or office occupations program may be substituted for one year of experience.)

• Supervisory experience.
• Intermediate proficiency with Microsoft Office, Excel and Outlook.
• Experience managing and reconciling budgets.

• Experience using PeopleSoft software applications.

Conditions of Employment

• Successful completion of a criminal history background check prior to employment.
• Proof of completed COVID-19 Vaccination is required upon hiring and employment at TCC.

The Successful Candidate Will Demonstrate

• Unquestionable integrity and ethics and the ability to maintain confidentiality in handling sensitive, confidential and operational information.
• Dependability, accountability and the ability to maintain progress on tasks without supervision.
• Effective organizational and interpersonal skills.
• Critical thinking skills and strong skills in consensus building and problem solving.
• Excellent communication skills including verbal, written and active listening including the ability to give full attention to the customer and displaying a good-natured, sincere, cooperative attitude and professional demeanor.
• Excellent verbal and written communication skills.
• Demonstrated ability to work independently and make decisions.
• Diplomacy, tact and confidentiality when working with senior college management, other executive staff members, faculty, staff, colleagues at other agencies/institutions, community leaders and local, state and federal officials.
• Ability to effectively handle multiple priorities. Ability to convey information in a clear and professional manner.
• Ability to establish and maintain positive working relationships with students, colleagues and staff representing diverse ethnic, cultural, socioeconomic and learning abilities.
• An appreciation of diversity and the benefits of a commitment to cultural awareness and sensitivity in the workplace.

Application Process

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