Senior Administrative Associate- Dean, Counseling and Libraries

Job Summary

Provide advanced administrative support in an office environment with a variety of complex, technical, and confidential tasks to an Executive level Administrator with district support responsibility. Requires the use of judgement and discretion to handle administrative matters following policy in supervisor's absence or to relieve supervisor. Decision impact usually at the District level. This position must deal with irrational situations where the outcome is unpredictable. In-person work on campus is an essential function of this position.

Essential Functions

Assist with the coordination and administration of office operations to include establishing and implementing office practices and procedures. Establish and implement a system of monitoring policy proposals and actions. Provide work direction and supervision to administrative support staff and direct supervision of assigned student workers and part-time clerical staff assigned to the Office. Serve as resource person for the division.

Perform advanced technical and confidential administrative support functions, including research, preparation, editorial input, and composition of correspondence. Conduct research, compile and type statistical reports, and verify accuracy. Organize and maintain routine and confidential files, correspondence, and other records.

Greet visitors, respond to questions and concerns, or refer as appropriate, answer and screen telephone calls, and schedule and arrange conference calls. Read, route, and respond to incoming and outgoing mail and correspondence, including e-mail and faxes. Perform a variety of fiscally related tasks to include monitoring of expenditures and provide input for departmental budget. Verify charges and resolve issues. Prepare and process check requests and purchase requisitions, obtain quotes, perform budget transfers and journal entries. Order and maintain supplies and arrange for equipment maintenance. Arrange meetings and conferences, prepare agendas and materials, distribute summary of proceedings, reserve and prepare facilities, and record and transcribe minutes of meetings. Plan events, prepare travel schedules, and make reservations, including related expense reports. Process Abstracts for Board of Trustees meetings by assisting with editing, revising, and proofreading agreements for grammar, formatting, and budget information accuracy, as well as gathering supporting documentation and ensuring timely submission to the President's Office. Responsible for completing complex special projects and other related duties as assigned.

Qualifications

Required Qualifications: 1. Associate's Degree and four (4) years of related experience or an equivalent combination of education and experience which demonstrates possession of the required knowledge, skills, and abilities. NOTE: A copy of the transcript reflecting this required education MUST be submitted for consideration and reflect completed coursework and degrees conferred. The candidate must be fully qualified for the position at the time of application.

2. Ability to understand and effectively apply office practices and procedures.

3. Ability to interpret complex documents, regulations, professional standards, and specifications.

4. Must possess excellent and highly effective analytical and problem-solving skills.

5. Experience conducting research, compiling data, and preparing reports.

6. Strong organizational, interpersonal, and time-management skills.

7. Must be detail-oriented.

8. Highly effective communication skills.

9. Extensive ability to maintain confidentiality.

10. Proficient computer skills to include Internet navigation through Microsoft Edge and Google Chrome, Microsoft 365 Office Suite which includes Outlook, Word, Excel, PowerPoint, Adobe Acrobat DC and Microsoft Access.

Special Conditions:

1. This is a security-sensitive position as defined under the Texas Education Code, Section 51.215; the successful applicant will be required to undergo a criminal background check, as permitted and/or required by applicable law, and in accordance with the College's policies and procedures.

Other Requirements

Individuals desiring consideration MUST complete and submit an EPCC Application for Employment on-line by the announced deadline.

COPIES OF ACADEMIC TRANSCRIPTS MUST BE uploaded with the application. CURRENT EMPLOYEES ARE ALSO REQUIRED TO UPLOAD THEIR TRANSCRIPTS WITH EACH SUBMITTED APPLICATION; TRANSCRIPTS IN PERSONNEL FILES CANNOT BE ACCESSED BY EVALUATORS FOR THIS PURPOSE. APPLICATIONS SUBMITTED WITHOUT TRANSCRIPTS WILL NOT BE CONSIDERED. Only documents stating 'Transcript' or 'Unofficial Transcript' will be accepted. Other documents (Degree Audit, Degree Summary, Program Summary, etc.), uploaded in lieu of transcripts will not be accepted.

If you are unable to attach your transcripts to your application, please mail your transcripts to El Paso Community College, Employment Services, P.O. Box 20500, El Paso, TX 79998. Mailed documents MUST include the position title and posting number for this position vacancy.

A letter of application, resume, letters of recommendation, and other supporting documents are optional but highly encouraged and may be submitted on-line with the application form or forwarded to the Human Resources Department at El Paso Community College, Employment Services, P.O. Box 20500, El Paso, TX 79998. Mailed documents must be received by the application deadline. Documents received after the application deadline will not be accepted.

Copies of transcripts must reflect completed coursework and conferred degrees. All academic coursework and degrees must be from an accredited college or university or be certified by an acceptable agency that the institution is recognized by the appropriate governmental agency in its home country (this is generally stated in the degree evaluation).

Transcripts issued in a language other than English must be accompanied by a full translation (word for word) by a current member of the National Association of Credential Evaluation Services (NACES). Additionally, each foreign transcript must be evaluated for equivalency to United States accredited coursework.

Applications containing foreign transcripts that are not accompanied with the above required documentation will not be considered.

In accordance with federal law and as a condition of employment, the successful candidate must furnish documentation verifying employment authorization eligibility and identity before being employed.

The El Paso Community College County District does not discriminate on the basis of race, color, national origin, religion, sex, age, disability and veteran status.

Physical Requirements: While performing the duties of this job, the employee is regularly required to sit, use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand, walk and stoop, kneel, crouch, or crawl. The employee must frequently lift and move up to 10 pounds and occasionally lift and move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.