Administrative Assistant to Academic Affairs

 

SUMMARY

The Academic Affairs Administrative Assistant reports directly to the Vice President of Academic Affairs & Student Learning. The assistant provides confidential administrative support to the office as well as organizes bi-annual convocations, assists with entry and dissemination of semester class schedules, performs data entry and other office and administrative duties as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but may not be limited to, the following.

  • Professionally coordinate and manage the daily operations of the Vice President’s office. 
  • Write, edit, and proofread all correspondence, directives, agendas, minutes, reports, proposed Board agenda forms, and items for monthly meetings as required. Independently prepare professional responses to correspondences including disciplinary letters. Manage signature folder daily.
  • Maintain the Vice President’s calendar, which will include and scheduling appointments, setting conferences and meetings.
  • Make arrangements for all off-campus travel for the Vice President.  
  • Answer, screen, and transfer in-bound phone calls.
  • Work with the Division Chairs and Dean in the development and data entry of semester class schedules. 
  • Process data from Colleague for each faculty member/class. Run a variety of student and financial reports in Colleague, including faculty assignment contracts and stipends.
  • Assist in preparation of budget requisitions.
  • Monitor budget data for Academic Affairs budget.
  • Assist in creation and processing of part-time contract addition forms.
  • Assist the Vice President with handling confidential student, faculty, and staff issues.
  • Compile data and statistical information for report development and special projects.
  • Work with stakeholders, both internal and external, in creating processes and solutions for operational issues.
  • Maintain a thorough understanding of collective bargaining agreements and college processes.
  • Develop and maintain spreadsheets containing various academic information.
  • Serve as administrative liaison to adjunct faculty and extension centers.
  • Make copies of correspondence or other printed materials. Organize and maintain a file system that contains correspondence and other records. 
  • Develop and maintain office procedures and monthly task lists in a binder.
  • Meet attendance standards and work extended hours when necessary.
  • Perform other related duties as required by the Vice President of Academic Affairs & Student Learning.  (Related duties as required are duties that may not be specifically listed in the class specification or position description, but that are within the general occupational series and responsibility level typically associated with the employee’s class of work.)

SUPERVISORY RESPONSIBILITIES

Student worker.

EDUCATION

Required:  Bachelor Degree required.

EXPERIENCE

  • 4-5 years’ experience supporting Executive-level personnel with experience in project, event, and office management, including work with internal/external customers. 
  • Planning and organization skills, with the ability to prioritize, implement, and follow through with multiple tasks.  Self-motivated and goal-oriented. 
  • Proficient in spoken and written English. 
  • Demonstrated ability to simultaneously manage multiple priorities.
  • Attention to detail and accuracy. 
  • Proficient in MS Office program, email, and internet.
  • Knowledge of multiple database systems.
  • Ability to keep information confidential.
  • Exceptional interpersonal skills ed.

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.

Lifting:  Raising objects from a lower to a higher position or moving objects horizontally from position-to-position.  Lifting items up to 20 pounds in weight.

Repetitive Motions:  Substantial movements (motions) of the wrists, hands, and/or fingers.                              

WORK ENVIRONMENT 

Work is primarily in an office/school environment.  Noise levels are usually moderate.

 

Application Deadline:

Review of applications will begin immediately and
continue until the position is filled. If you are selected as a finalist,
you will be notified by telephone. No further information
concerning the progress of the search will be available until a
decision has been reached. At that time,
applicants will be informed of the decision by letter.

All applicants must submit all of the credentials
below to the Human Resource Office in order for your application to be
considered complete.

  • SCC Application Form
  • Letter of Application
  • Resume
  • Official Transcript(s) (sent to Shawnee Community College directly from college/university)
  • Proof of Certification (if applicable)
  • 2 Letters of Recommendation

Submit above listed materials to:
Ms. Emily Forthman, Human Resources Director
Shawnee Community College
8364 Shawnee College Road
Ullin, IL 62992