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Administrative Assistant 1, Academic Systems Directors
Job Description
Position Title
Administrative Assistant 1, Academic Systems DirectorsOpen Internally or Externally
ExternalIf faculty, tenure track status
Not ApplicableReports to (title)
Assistant Provost, Curriculum & Academic SystemsDepartment
Academic Systems (2X0)Requisition Number
23156Position Type
ReplacementJob Category
StaffFT/PT
Full-timeStarting Salary
$36,046.40 - $37,500.00Job Open Date
01/05/2023Open Until Filled
YesPriority Review Date
01/19/2023Job Summary
Working with: (Four) Directors of Academic Systems.
Director, Transfer Articulation
Director, Credit for Prior Learning
Director, Scheduling
Director, Curriculum
Job Summary:
Under minimal supervision, the Administrative Assistant provides secretarial and administrative support to the four directors of academic systems division. This work will include purchasing, inventory, correspondence, filing, hiring and payroll paperwork, budget reporting and monitoring, calendaring, creating agendas, scheduling meetings, and taking minutes, coordinating travel arrangements, and maintaining appropriate documentation and files.
Essential Responsibilities and Duties
General administrative duties:
Proactively put together calendars, responses, and follow-up items; ensure that all communication is linked to necessary parties/departments; work with confidential information; develop and maintain files, records and data for department inventory systems, mailing lists, and travel; write, edit and review quality finished memoranda, correspondence, reports, etc., using word processing and spreadsheet software; schedule meetings, appointments and make travel arrangements; screen calls, record messages, enter data. Manage communications across multiple shared email inboxes.
Office support:
Assist with general office affairs; analyze office systems and implement new office support procedures; coordinate interoffice and interdepartmental communications; prepare all new hire and separation paperwork for the division, and all PAF’s for division; maintain personnel files; maintain office inventory and supplies.
Budgetary support:
Process fiscal and budgetary documents that include requisitions, inventories, budget reconciliations, and travel documents; file and distribute budget reports for all division budget center managers; assist with review of budget reports.
Meetings and minutes:
Create and distribute agendas for meetings; take notes at executive-level conferences and meetings; schedule plan and oversee the division meetings and retreats; take minutes, process, and distribute minutes for division and various committees. As needed, participate in meetings with or without a set agenda, taking meeting minutes and sending those within 24 hours to the director conducting the meeting.
Other duties as assigned.
Proactively put together calendars, responses, and follow-up items; ensure that all communication is linked to necessary parties/departments; work with confidential information; develop and maintain files, records and data for department inventory systems, mailing lists, and travel; write, edit and review quality finished memoranda, correspondence, reports, etc., using word processing and spreadsheet software; schedule meetings, appointments and make travel arrangements; screen calls, record messages, enter data. Manage communications across multiple shared email inboxes.
Office support:
Assist with general office affairs; analyze office systems and implement new office support procedures; coordinate interoffice and interdepartmental communications; prepare all new hire and separation paperwork for the division, and all PAF’s for division; maintain personnel files; maintain office inventory and supplies.
Budgetary support:
Process fiscal and budgetary documents that include requisitions, inventories, budget reconciliations, and travel documents; file and distribute budget reports for all division budget center managers; assist with review of budget reports.
Meetings and minutes:
Create and distribute agendas for meetings; take notes at executive-level conferences and meetings; schedule plan and oversee the division meetings and retreats; take minutes, process, and distribute minutes for division and various committees. As needed, participate in meetings with or without a set agenda, taking meeting minutes and sending those within 24 hours to the director conducting the meeting.
Other duties as assigned.
Minimum Qualifications
- Two (2) years post-secondary education (60 completed credit hours).
- Two (2) years paid, full-time work experience in an office setting.
- Trade off 1:1 in experience/education requirement.
- Part-time experience may be prorated.
Preferred Qualifications
- Associates or higher degree completed from an accredited institution
- One or more years in higher education setting-academic or student affairs
- Basic knowledge and understanding of budgeting
- One (1) year or more of full-time administrative assistant experience.
Knowledge, Skills & Abilities
- Self-motivated, adapts quickly in an ever-changing environment and always maintain professionalism.
- Able to solve problems on own initiative.
- Able to work with deadlines and in a stressful environment.
- Excellent interpersonal communication skills, in-person, virtual meetings, phone calls and written and verbal communications.
- Excellent administrative skills, including organization and maintenance of records, data, and files.
- Knowledge of general office procedures and methods.
- Basic knowledge of budget/accounting procedures.
- Perform duties with minimal supervision.
- Organized and detail oriented.
- Proficient using computers and other office equipment.
- Able to use computer applications (MS Office, Office 365, Banner, SLCCBuy, etc.) on either Windows or Mac computers.
- Customer service and public relation skills.
- Able to handle work of a confidential nature.
- Able to search for and understand college policies and procedures.
- Competence in pulling together meetings, making agendas, and taking minutes.
- 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.
Non-Essential Responsibilities and Duties
Participate in ongoing professional development.
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.
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-ExemptSLCC 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.
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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