Job Description

Position Title

Open Internally or Externally

If faculty, tenure track status

Reports to (title)

Department

Requisition Number

Position Type

Job Category

FT/PT

Initial Work Location

Starting Salary

Job Open Date

Open Until Filled

Job Summary

• Filing and relaying messages, processing and disseminating information to internal and external constituents.
• Managing the office.
• Handling personnel and human resources paperwork.
• Preparing fiscal and budgetary reports.

Essential Responsibilities and Duties

• Assist the PACE Programs Director by maintaining the calendar and anticipating, planning, and scheduling internal and external commitments.
• Work with institutional marketing to maintain and update the main PACE Website.
• Maintain and inventory all equipment used in the department. Order office supplies, equipment, keys, and reserve motor pool vehicles when necessary.
• Arrange all the department’s in- and out-of-state travel accommodations and paperwork.
• Perform functions such as filing, photocopying, printing, scanning, mailing, or emailing constituents, making purchases, scheduling meeting spaces, and organizing or re-arranging the department’s physical space.
• Perform receptionist duties such as screening calls and taking messages, maintaining confidential information, entering data, researching solutions, gathering information, making referrals, and distributing mail.

• Inform and train PACE staff of appropriate office and College procedures, processes, or protocols.
• Provide coverage of the main reception desk (when needed) and assist students and guests.
• When necessary, replace office equipment, such as computers, laptops, printers, tablets, furniture, emergency kits, and day-to-day supplies.
• Manage the filing and indexing of both digital and hard copy documents.
• Fill out and submit the appropriate forms to ensure staff has proper access and clearance to websites, software, equipment, rooms, and other things they need to perform their duties.

• Assist the PACE Programs Director in preparing for meetings by collecting and/or researching related information, maintaining relevant files, and briefing them on important matters.
• Research, compile, and disseminate verbal or electronic information to the PACE team.
• Keep accurate and complete records of staff and selected committee meetings by taking effective meeting minutes/notes.
• Respond to various telephone, electronic and in-person inquiries or problems presented by students, staff, other SLCC departments, and the general public.

• Send reminders to staff and verify time entries for payroll approval. Handle all paperwork for hiring or terminating full-time and part-time employees.
• Prepare and arrange for all departmental travel, including getting quotes and finalizing post-travel paperwork.
• Serve as the department’s liaison with Human Resources, Payroll, Purchasing, Travel, Accounts Payable, and other Business Services departments.

• Maintain and update the PACE Budget and prepare monthly financial budget reports for the PACE Programs Director.
• Establish effective accounting practices to monitor and maintain detailed knowledge of the department’s revenue and base budgets.
• Process fiscal and budgetary paperwork, including requisitions, purchase orders, reimbursements, transferring funds, reallocations, purchasing card statements, vouchers, grants, and other expenditures.
• Assist in the budget reconciliation process as necessary.
• Other duties as assigned.

Minimum Qualifications

• Two (2) years of full-time post-high school education equivalent to 60 credit hours or an Associate degree.
• Two (2) years of related work experience.
• Trade-off 1:1 experience/educational requirement.

Preferred Qualifications

• Knowledge of Banner or related platforms.
• Experience working in an educational environment.
• Experience working in an executive office support position.
• Experience in event planning.

Knowledge, Skills & Abilities

• Experience accomplishing the essential functions as outlined above.
• Experience in human relations and effective communication skills.
• Knowledge of excel, word processing, and outlook.
• Ability to keep sensitive information private and keep organized records.
• Ability to articulate why justice, equity, diversity, and inclusion are vital to Middle School and Family Engagement programs and SLCC’s mission.
• Ability to meet deadlines and expectations.
• Ability to communicate effectively with a broad range of diverse people, abilities, cultures, and ethnic backgrounds, to maintain good working relationships across the College.
• Ability to work with all groups in a diverse academic, socioeconomic, cultural, and ethnic background of community college students, faculty, and staff, including those with disabilities.

Special Instructions

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