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Administrative Assistant I, Natural Sciences
Job Description
Position Title
Administrative Assistant I, Natural SciencesOpen Internally or Externally
ExternalIf faculty, tenure track status
Not ApplicableReports to (title)
Associate Dean, Natural SciencesDepartment
Div of Natural Sciences & Engineering (School of STEM)-2G1Requisition Number
23299Position Type
ReplacementJob Category
StaffFT/PT
Full-timeStarting Salary
$36,046.40 - $37,500.00Job Open Date
05/25/2023Open Until Filled
YesPriority Review Date
06/08/2023Job Summary
Under minimal supervision provide secretarial and administrative support to the Associate Dean (AD) of the Division of Natural Sciences. Works and communicates with all levels of administration, faculty, staff and students in all areas that affect the Division and Departments. Works with and safeguard confidential documents while maintaining confidentiality. Supervises work study students and part-time employees. The assistant will support the AD in budgeting and account management/ reconciliation; keep the AD abreast of operational activities; ensure the efficient operation of the Division Office; prepare and process all full-time and part-time compensation forms; complete all HR paperwork for new staff and faculty. Make decisions within the scope of the job, be proactive in putting together calendars, responses to email and phone inquiries, follow-up items and carry on work of the Division Office in the absence of the AD. Work closely with other departments within the School and College to ensure collaboration and coordination of effort for joint projects and/or initiatives.
Compile, compose, and edit quality memorandum, correspondence, reports, etc. in behalf of the AD.
Compile, compose, and edit quality memorandum, correspondence, reports, etc. in behalf of the AD.
Essential Responsibilities and Duties
Make decisions within the scope of the job. Be proactive in putting together calendars, responses, follow-up items, and carry-on work of the office in theabsence of the Associate Dean. Compile, compose and edit quality finished memorandum, correspondence, reports, etc. Support and assist
department chair in all daily aspects of the operations of the department.Assist AD with annual Informed Budget Process.
Communicate extensively through electronic mail and electronic filing systems.Take, process, and distribute minutes for various meetings, includingdepartmental meetings. The assistant will process fiscal and budgetarydocuments that may include department requisitions, time entry, requisitionsand budget reconciliation.
Work with department coordinators on class schedules coordinating between them and the scheduling office. Monitoring section enrollment, recommending addition and cancellation of courses to the department coordinators and the AD.
Receptionist duties, screening phone calls, message taking, etc.,coordinating travel arrangements, maintain filing systems, perform researchand analysis functions, prepare and write reports, implement newprocedures, coordinate activities with other departments, receive anddistribute mail, disseminating general and accurate information to students,employees and others.
Familiarity with Division, School and College policies and procedures,receiving and appropriately routing student, faculty and staff issues.Fulfill special projects for the College and School and its Dean. Train and support admins from other departments.
Support full and part time faculty.
Support students success at the college.
Other duties as assigned.
department chair in all daily aspects of the operations of the department.Assist AD with annual Informed Budget Process.
Communicate extensively through electronic mail and electronic filing systems.Take, process, and distribute minutes for various meetings, includingdepartmental meetings. The assistant will process fiscal and budgetarydocuments that may include department requisitions, time entry, requisitionsand budget reconciliation.
Work with department coordinators on class schedules coordinating between them and the scheduling office. Monitoring section enrollment, recommending addition and cancellation of courses to the department coordinators and the AD.
Receptionist duties, screening phone calls, message taking, etc.,coordinating travel arrangements, maintain filing systems, perform researchand analysis functions, prepare and write reports, implement newprocedures, coordinate activities with other departments, receive anddistribute mail, disseminating general and accurate information to students,employees and others.
Familiarity with Division, School and College policies and procedures,receiving and appropriately routing student, faculty and staff issues.Fulfill special projects for the College and School and its Dean. Train and support admins from other departments.
Support full and part time faculty.
Support students success at the college.
Other duties as assigned.
Minimum Qualifications
- Two (2) years of post high school education/training with a minimum of 60 completed credit hours.
- Two (2) years of related, paid, full-time work experience.
Additional work experience can be used for education/training on a 1 to 1 basis.
Preferred Qualifications
AS degree or certificate of completion in a business-related field.
Knowledge of Banner.
Ability to type 60 wpm.
Knowledge of Banner.
Ability to type 60 wpm.
Knowledge, Skills & Abilities
- Excellent and polished time management and organizational skills.
- Ability to multitask.
- Strong knowledge of business English, math, writing, spelling, punctuation, vocabulary, office procedures and methods.
- Knowledge of College policies, procedures, and operations preferred.
- Strong knowledge of Microsoft Office and other computer applications.
- Excellent typing skills required.
- Ability to take minutes at various meetings.
- Follow written and oral instructions effectively.
- Perform effectively under stress.
- Ability to supervise and coordinate activities with others.
- Research and analyze information.
- Work with and safeguard confidential information.
- Ability to work with budget and give input during Informed Budget Process.
- Ability to handle work of confidential and complex nature.
- Note taking and distribution of 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.
Special Instructions
- A 7% increase is effective on 7/1/2023.
- 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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