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Administrative Assistant I, Department of English, Linguistics, and Writing Studies (ELWS)

Job Description

Position Title

Administrative Assistant I, Department of English, Linguistics, and Writing Studies (ELWS)

Open Internally or Externally

External

If faculty, tenure track status

Not Applicable

Reports to (title)

Dept Chair, English/Linguistics/Writing Studies (ELWS)

Department

English (School of Humanities & Social Sci)-2F3

Requisition Number

23155

Position Type

Replacement

Job Category

Staff

FT/PT

Full-time

Starting Salary

$36,046.40 – $37,500.00

Job Open Date

01/05/2023

Open Until Filled

Yes

Priority Review Date

01/19/2023

Job Summary

Under Department Chair supervision, provide secretarial and general administrative support to the Department Office. Responsibilities include first contact with students and prospects, providing service, responding to telephone requests, administrative functions including, but not limited to, generating contracts and faculty load sheets, data entry, cashiering, ordering supplies, maintaining budget information, maintaining faculty and student files, receiving and reporting information, coordination of special events, scheduling appointments, class schedule coordination, book selection coordination, and hourly employee time entry. Office assistant and technology responsibilities range from routine office support (answering phones, copying, mailing, word processing, filing, etc.) to higher level technology support including using/maintaining databases, updating website, editing photos w/graphics programs, and creating/layout of brochures and posters. Assists in research projects, and marketing department programs.

Essential Responsibilities and Duties

Manage general office affairs including communications. Responsible for calendaring/scheduling meetings and appointments for Department Chair. Coordinate inter-office and interdepartmental communications. Disseminate general information to faculty and students. Perform functions to compile, write and edit quality finished memoranda, correspondences, emails, reports. etc., using word processing and spreadsheet software. Operate electronic mail and electronic filing systems, screen calls, record messages, enter data, perform research and analyze functions, prepare and write reports/graphs, receive and distribute mail, and compose business correspondence. Prepare support materials, brochures and pamphlets. Maintain frequent college-wide, consortium-wide and community contacts. Assist with purchasing and travel arrangements for Department Chair, full-time faculty, and others as deemed necessary. May assist Department Chair with faculty processes including tenure, rank advancement, sabbatical leave, curriculum, student evaluations, etc. May supervise work study, campus interns, or part-time employees.
Maintain and archive department records and files. Develop and maintain files, records and data for department inventory systems, mailing lists, travel, in both hard and electronic formats. Process hiring and separation paperwork/adjunct contracts. May input payroll/leave time into college system. Coordinating class scheduling and staffing.
Assist with managing all aspects of budget and expenditures. Process fiscal and budgetary documents that may include department requisitions, inventories, personnel and employment records, office supplies and budget reconciliation. Manage office budget to include ordering and inventorying office supplies and equipment. Assist with grassroots budget process.
Take minutes, process and distribute minutes from various committees and department meetings.
Other duties as assigned.

Minimum Qualifications

Two (2) years post-secondary education or equivalent (must have at least 60 completed college credit hours).
Two (2) years direct, paid, full-time* experience.
*Part-time experience will be pro-rated.
Education/work experience trade-off on a 1-year to 1-year basis
(30 semester credit hours or 45 quarter hours = 1 year education).

Preferred Qualifications

Bachelor’s degree
Prior experience as an administrative assistant in an academic setting.
Experience working with adjunct and full-time faculty as well as students.
Bilingual

Knowledge, Skills & Abilities

Familiarity with Salt Lake Community College policies and procedures, including adjunct contracts, curriculum procedures, and Banner.

Knowledge of Adobe Create Suite programs (Adobe Photoshop, Acrobat, InDesign, etc.). Knowledge of Microsoft Office applications, especially Word, Excel, Outlook, and Sharepoint.

Superior organizational skills with strong attention to detail.

Positive attitude with a focus on providing great customer service.

Ability to meet deadlines and work independently or as part of a team.

Ability to handle confidential information.

Ability to be a self-starter and self-motivated.

Willingness to learn new skills.

Ability to communicate effectively with a broad range of diverse people, ability, culture, and ethnic background, 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

  • Full consideration will be given to applicants who apply on or before the priority review date indicated above.
  • More information about Salt Lake Community College benefits: https://i.slcc.edu/culture/benefits/index.aspx

SLCC Highlights

Salt Lake Community College is Utah’s largest open-access college with the most diverse student body in the state. We proudly educate 45,000+ students pursuing degrees in 100+ programs across 8 areas of study, and Utah’s fastest growing industries and four-year baccalaureate programs consistently welcome SLCC graduates. Every SLCC employee has a hand in transforming students’ lives to strengthen its surrounding communities. SLCC employees work at 11 locations across the valley and capital city of Salt Lake with easy access to the beautiful Wasatch Mountains, world-class outdoor recreation, sporting events, museums, history, and arts and entertainment.

Salt Lake Community College seeks and values contributions from each community member and welcomes new and diverse perspectives. A respectful work environment is its top priority; academic excellence and lasting transformation come about when diverse voices can speak and collaborate freely. As an emerging HSI, SLCC leads the state with the highest enrollment of students from the Latinx/a/o community. SLCC is committed to serving diverse students and being a model for inclusive and transformative education.

FLSA

Non-Exempt

SLCC Information

Salt Lake Community College (SLCC) is fully committed to policies of equal employment and nondiscrimination. The College does not discriminate on the basis of race, color, national origin, age, sex, sexual orientation, gender identity, genetic information, disability, religion, protected veteran status, expression of political or personal beliefs outside of the workplace, or any other status protected under applicable federal, state, or local law.

SLCC is a participating employer with Utah Retirement Systems (“URS”).

This position may require the successful completion of a criminal background check.

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