Part-Time Administrative Assistant, Student Services

Administrative Assistant

This is a part-time 19 hour support position for the Recruitment and Enrollment department. Your application status will be updated throughout the review process. If your application is still in progress, your application has not been reviewed by the hiring department. Applications are considered and reviewed based on qualifications. Should a review of your application result in the intent to pursue your candidacy, you will be contacted by phone or email for an interview. Requires flexible work schedule to meet program needs, which may include working days, evenings and/or weekends. If a degree, certification or licensure is required, the provision of official transcripts, licensure and/or certifications must be received in the Office of Human Resources within (30) days of hire.

Applicants with academic credentials from non-U.S. accredited institutions are required to have their coursework evaluated in terms of U.S. "equivalency." All international credential evaluations must be conducted by one of the companies affiliated with the National Association of Credential Evaluation Services, Inc. (NACES) in order to be considered for a faculty position. Applicants bear the responsibility of requesting, paying associated fees, and obtaining an original transcript evaluation for submission to the Office of Human Resources. Please refer to the NACES website for further information.

Alvin College is an equal opportunity institution and does not discriminate against anyone on the basis of race, color, national origin, religion, age, disability, sex, or any other basis prohibited by law. This is a security sensitive position and requires a criminal history and/or motor vehicle records check.

Summary

The Administrative Assistant works closely with the Director, Recruitment and Enrollment to assist with the organization, coordination, monitoring, and support of all aspects of the Recruitment and Enrollment departments. This position is limited to no more than 19 hours per week. Essential duties and responsibilities include:

• Greeting visitors and answering departmental calls to determine nature of business and directs visitors/callers to the appropriate person
• Assisting with collecting time recorded documentation for recordkeeping purposes
• Assisting with creating and maintaining documents pertinent to the department (admissions and advising forms, onboarding and training documents, etc.)
• Managing the online New Student Orientation, including editing and distribution to students
• Assisting with updating and maintaining the website and POD pages for the department
• Assisting in the maintenance of the departmental budget
• Preparing purchase orders, travel reimbursements, petty cash requests, and departmental work orders
• Assisting with the planning of any events/activities related to the admissions, recruitment and advising
• Submitting requests on behalf of the department (Marketing, AdAstra, etc.)
• Assisting in the supervision and training of student employees
• Ordering office supplies for the department
• Other duties as assigned

Work environment: The employee typically works in an office environment and uses a computer, telephone and other office equipment as needed to perform duties. The noise level in the work environment is typical of that of an office. The employee may encounter frequent interruptions throughout the workday. Physical demands: The employee is regularly required to sit, talk, or hear; frequently required to use repetitive hand motion, handle or feel, and to stand, walk, reach, bend or lift up to twenty (20) pounds.

Required Qualifications

• Minimum requirement of high school diploma or equivalent
• One (1) year of work experience in a related administrative assistant position

Preferred Qualifications

• Associate's Degree
• Two (2) years of work experience in higher education institution
• Proficiency in use of Colleague business management software
• Bilingual English/Spanish

Knowledge, Skills, and Abilities

• Willingness to collaborate and build consensus
• Ability to communicate effectively, written and verbal
• Capability to identify and resolve problems/issues
• Organizational skills that demonstrate the ability to handle varied amounts of information and data
• Highly motivated and the ability to work independently with minimal supervision
• Proficiency in using Microsoft Office, Word, Excel, and Power Point
• Ability to work flexible hours, including evenings, weekends, and peak periods