Essential Duties and Responsibilities
The instructional assistant is responsible for organizing and coordinating office operations and procedures to ensure the effectiveness and efficiency of the department.  Must be able to follow standard office procedures and be responsible for: college work-study employees and/or clerks, performing all duties assigned by the Department Chairperson, Dean, or Provost/Vice-President of Academic Affairs, caring for and maintaining office and instructional equipment, and maintaining accurate and complete records. The instructional assistant will provide the department with clerical, secretarial, and receptionist duties and excellent customer service. The work is of a responsible nature, requiring initiative and independent judgment while performing various complex functions as required. The instructional assistant assists in maintaining a respectful, safe, and professional office environment.
 
Characteristic Duties and Responsibilities

1. Performs secretarial/receptionist duties such as typing, mailing, maintaining required records, answering the telephone and taking messages, scheduling appointments, notifying faculty of deadlines, greeting office visitors, and providing department/program information.
2. Performs the associated duties of a cost center clerk, keeps track of budget expenditures, and maintains office supply inventory.
3. Prepares, submits, and maintains departmental requisitions, new hire documentation, instructor agreements/contracts, travel forms, and Faculty Leave Reports, ensuring all forms are accurate, complete, and accompanied by the appropriate required documentation.
4. Maintains confidential files and records of students, faculty, and staff.
5. Maintains an effective and efficient file management system for the department office.
6. Reviews all syllabi posted on the LC website via Concourse. Ensures all sections have an assigned instructor and vitae and are available by the end of seven days after the semester begins. Reports discrepancies and technical issues to the eLearning & Instructional Innovation Center office and the Department Chairperson.
7. Keeps accurate property inventory records for the department and faculty offices.
8. Assists the Department Chairperson in budget planning and preparation.
9. Submits works orders for building, computer, and equipment maintenance. 
10. Works with the Department Chairperson to submit catalog changes to the appropriate office for approval.
11. Attends departmental meetings, prepares the meeting agenda and minutes, and/or makes event arrangements.
12. Attends divisional meetings, trainings, workshops, and other activities as assigned.
13. Prepares, processes, and checks for accuracy of all Faculty Course Overloads and Adjunct Agreements.
14. Prepares Small Class Reports, Faculty Course Load (FCL) worksheet, and Instructor Course Load (ICL) workbooks.
15. Assists in assigning and contacting Faculty, including Adjuncts, regarding class assignments.
16. Assists the Department Chairperson in scheduling substitutes for absent instructors.
17. Serves as a liaison between the Office of Recruitment and Dual Enrollment and High School adjunct applicants. Contact the applicant if additional items are missing or need correction.
18. Inputs and revises semester class schedule in the Banner system as requested by the Department Chairperson and approved by the Dean.
19. Prepares class status change forms as needed.
20. Assists the Department Chairperson in maintaining the department’s webpage and attending IT trainings as needed.
21. Assists the Department Chairperson in preparing curriculum revisions to be submitted to the Dean.
22. Assists with registration and removing student holds when necessary.
23. Supervises work-study employees, including interviewing and hiring, formulates work schedules, assigns duties, verifies work hours, completes performance evaluations, and provides training on in-office procedures, policies, and operation of office equipment.
24. Provides assistance and support to students, faculty, and staff when necessary. 
25. Coordinates appointment schedules and tracks client services.
26. Assists in the dispensing of materials and equipment from the dispensary.
27. Performs other related duties assigned by the Department Chairperson, Dean, and Provost/Vice-President of Academic Affairs.

NOTICE:  Required Documents
To be considered for this position, High School Diploma or GED. In addition, if a license or certificate is required for this position, upload proof of your current license/certificate.
 
Required:

• High School graduate or equivalent.
• Two years of work experience that requires secretarial, clerical, and interpersonal skills. 

• Current Texas Cosmetology License as issued by the Texas Department of Licensing and Regulation.
• Three years of secretarial experience. One year of work experience in the Cosmetology Industry.
• Texas Cosmetology Instructor’s License 
• Valid Texas Driver’s License.

• The instructional assistant must display excellent communication skills, strong organizational skills, ability to handle multiple tasks, appropriate telephone etiquette, and be articulate in English and Spanish.
• Must maintain control under stress, and be able to work with frequent interruptions.
• In addition, this individual must have a cooperative attitude, display leadership abilities, and be able to communicate effectively verbally or in writing with students, campus visitors, and college staff. 
• The instructional assistant must be able to type accurately, have knowledge of office machines, and be responsible for maintaining equipment, keeping an efficient work area, and accurate records.
• This individual must possess effective clerical and secretarial skills such as filing and word processing and be able to use modern office equipment. 
• Must be proficient in using microcomputer applications, Microsoft Word, Excel, PowerPoint, Microsoft 365, Google Docs, and Adobe Acrobat.
• A microcomputer and database and spreadsheet application program knowledge are required.

Supervision Exercised   
College work-study employees and/or clerks
 
Supervision Received
Department Chairperson
 
Physical Requirements  
While performing the duties of this job, the employee is regularly required to sit.  
The employee is occasionally required to stand, walk, stoop, kneel, or crouch.  
The employee must occasionally lift and/or move items weighing up to 50 pounds.   
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
Work Environment 
Work is performed in a standard office environment.    
Work inside a well-lighted and air-conditioned area most of the time.  
The noise level in the work environment is usually quiet to moderate.
 
Safety  
Required to work safely and follow safety rules.    
Report unsafe working conditions and behavior.  
Take reasonable and prudent actions to prevent others from engaging in unsafe practices.
 
Special Conditions 
Immediate supervisor may assign other duties.  
May be required to work outside regular working hours, as needed.  
May be required to work at a different college work site or campus as needed.
 
EEO Statement 
In compliance with Title VI of the Civil Rights Act of 1964, Executive Order 11246 and Title IX of the Education Amendments of 1972 and Section 504 of the Rehabilitation Act of 1973, Laredo College is open to all persons regardless of race, color, religion, sex, age, marital status, disability, or national origin who are otherwise eligible for admission as students. Furthermore, Laredo College is an Equal Opportunity Employer and no applicant or employee will be discriminated against because of race, color, religion, sex, age, marital status, disability or national origin. This institution will not enter knowingly into any contractual agreement for services or supplies with any firm failing to follow fair employment practices. 
 
Foreign Degrees 
Foreign degrees require an evaluation for United States equivalency from an approved stated education agency or having membership with the National Association of Credential Evaluation Services (NACES). Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached to your online application at the time of applying. For your convenience, we have provided the following links to assist you in complying with this requirement. However, you may use any other certified transcript evaluation service. http://tea.texas.gov/Texas_Educators/Certification/Out-of-state_Certification/Foreign_Credential_Evaluation_Services/ http://www.naces.org/members.htm
 
Disclaimer 
The above description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. LC reserves the right to add, change, amend, or delete portions of this job description at any time, with or without notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by LC as its discretion to enable individuals with disabilities to perform the essential functions.