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Administrative Assistant - Academic Affairs

Reading Area Community College

Job Description

Working Hours:

Working hours consist of 37.5 hours per week (7.5 hours per day exclusive of a 1/2 or 1 hour lunch), between the hours of 7:30 am and 5:00 pm Monday through Friday. Hours will be agreed upon between the supervisor and the employee at the start of employment.

Position may require early morning, evening or weekend hours on occasion with the employee having the option of working these hours in addition to, or in lieu of, regular hours.

Summary:

The Administrative Assistant for the Senior Vice President of Academic Affairs/Provost provides secretarial/administrative assistance to the SVPAA/Provost, and works in collaboration with other areas of the college. Additionally, this staff member will be fully-cross-trained to provide coverage for the Administrative Assistant to the Associate Provost during absences.

Essential Duties and Responsibilities:            

  1. Oversee management of area files and processes.
  2. Train and supervise work study/15-hr week employees.
  3. Update Faculty Handbook annually.
  4. Manage SVPAA’s calendar.
  5. Assist with maintenance of college online catalog.
  6. Assist with maintenance of program check sheets.
  7. Ensure integrity of program and course data between program check sheets, online catalog and Ellucian.
  8. Assists in maintaining area budget.
  9. Prepare and submit additions to payroll as required by supervisor.
  10. Assists with the preparation of the Academic Affairs Board Reports.
  11. Assists with creating, tracking and managing administrative contracts
  12. Ensure that approved changes made to courses and programs at Faculty Senate are communicated to appropriate departments for updating.
  13. Assist with recording minutes for the Faculty Senate Committee. 
  14. Review and prepare Faculty Senate documents for approval by Senate and Board of Trustees.
  15. Assist in the planning and executing of adjunct orientation and opening day professional development days for spring and fall semester.
  16. Track and process contractual professional development requests.
  17. Enter, edit and retrieve data using the administrative software system.
  18. Oversee and provide office coverage in the Academic Affairs Office as necessary.        

Supervisory Responsibilities:  

This job has direct supervisory responsibilities for work study/15-hr week employees.

Qualifications:  

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:                                                 

Required:

  • Associate Degree
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
  • At least one-year of administrative experience

Preferred:

  • One year of event coordination experience
  • Bilingual: English / Spanish

Computer Skills:                                                

To perform this job successfully, an individual must be proficient in Microsoft Office Suite, word processing software, spreadsheet software and standard office equipment; must be able to learn how to use, electronic catalog software, labeling software/hardware, and administrative software system.    

Certificates, Licenses, Registrations: 

None

Other Skills and Abilities:                                          

  • High degree of concentration required.
  • Requires moderate supervision and ability to be self-directed.
  • Excellent interpersonal and communication skills. Interact and communicate diplomatically with the Senior Vice President/Provost, Associate Provost, Deans of divisions, full-time faculty, adjunct faculty, staff, key personnel in other areas/departments, students and members of the general public.
  • Highly organized.
  • Excellent interpersonal and organizational skills.
  • Proofreading skills.
  • Maintain confidentiality.

Communication Skills:                                                  

Ability to critically read and comprehend instructions, agreements and lengthy documents.  Ability to write correspondence.  Ability to effectively present information in one-on-one and small group situations to students, faculty, staff and the public.

Mathematical Skills:                                           

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability:                                             

Ability to apply common sense understanding to carry out detailed written or oral instructions.  Ability to deal with problems involving a few concrete variables in standardized situations. Ability to think critically and research solutions to problems.

Physical Demands: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, to sit and to reach with hands and arms. The employee is occasionally required to walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually moderate.

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