Administrative Assistant I (York) - PT

Under the general direction and supervision of the Learning Center Coordinator and Associate Dean, the Administrative Assistant I provides support to the Learning Center at York programming area in several clerical and administrative support functions to assist in the day-to-day operations of the Learning Center. This includes greeting visitors, answering calls, operating office equipment, preparing reports, communicating internally/externally with staff and service areas, maintaining student records, filing, processing, and distributing mail, and assisting students with registering for classes (credit and non-credit). This is a part-time regular position.

Essential Functions

Perform Reception Duties

* Appropriately greet and direct those needing assistance, operate telephone equipment, and direct incoming phone calls to the appropriate person.

* Supply general information to callers and distribute messages.

Operate and Maintain Office Equipment

* Operate personal computer, multi-line telephone with voicemail, copy machine, fax machine, scanner, and calculator

Maintain Office Supplies

* Inventory, order, receive, and distribute office supplies as needed.

Prepare and Maintain Division Records

* Prepare, process, and record division records, personnel forms, new student information, statistical/tracking records, inventory lists, general files, computer/technology issue reports, equipment repair records, adjunct and CE faculty pay agreements, and those records unique to the division.

Maintain Learning Center Operations

* Maintain organization, expediency, quality control, and workflow for assigned duties. Demonstrate resourcefulness and creativity in performing assigned duties.

* Provide support for students, staff, and faculty/instructors.

* Maintain teamwork to ensure a continuous and efficient flow of work and information within the Learning Center and Division.

* Participate in professional development opportunities offered by the college, as well as in administrative assistant meetings, to continue to develop skills that will improve operations at the college and the Learning Center.

* Promote course offerings and services through effective marketing via various methods (social media, virtual newsletters, email, mailings, etc.).

Process and Distribute Mail

* Prepare, distribute, and deliver mail. Receive documents and distribute them appropriately.

Assist Students and Faculty

* Assist students with setting up and preparing for classes, proctoring exams for placement and classes, making advising or other appointments, contacting faculty or other college personnel, and collecting fees.

* Encourage the overall growth of the college through programming at the Learning Center.

Communicate with Division and College Personnel

* Communicate with supervisor and other part-time staff in a timely, factual, clear, concise, and meaningful manner.

* Communicate professionally and courteously with faculty, staff, students, Advisory Committee members, and community members.

* Contribute to the Learning Center team and Division through participation in meetings held virtually as well as in person.

Promote a Culture of Belonging

Support and promote an environment of belonging where all students, faculty members, and college employees feel welcomed, valued, and empowered to contribute. Foster a community where each individual and their varied perspectives enrich the educational experience and create a safe and respectful environment. Support the College's policies and programming related to access, fair employment, and equal opportunities for all.

Marginal Functions

* Provide orientation on the function of the Learning Center to the public, students, and other visitors.

* Assist students and instructors with the operation of audiovisual equipment, such as multimedia equipment.

* Prepare bulk mailings/electronic mailings.

* Assist with Learning Center relations activities such as tours and Discovery Days.

* Coordinate the processing of print requests and duplication of materials within the Center as well as with the Print Shop.

* May be required to perform associated duties, functions, or assignments in other divisions/programs/areas as required.

* Perform other College functions and duties as assigned.

* Must be able to work varied days, hours, shifts, locations, and campuses as required. Work schedules (hours/days/work location) are scheduled by Southeast Community College based on the needs of the College. Work hours, shifts, days, and work locations may vary depending on the needs of Southeast Community College and are subject to modification. Emergency or scheduled special activities may require hours outside of the regular workweek.

Required Knowledge, Skills and Abilities

* Demonstrate knowledge, skill, and ability in operating a personal computer with Windows Operating System and performing word processing with Word, spreadsheets with Excel, PowerPoint presentations, Outlook email and Outlook calendar, Access databases, SharePoint, Microsoft Teams, and Zoom. Computer proficiency that allows for the ability to learn new software and technology.

* Must be able to multitask and complete jobs/tasks in a timely fashion.

* Maintain professional and appropriate working relationships with colleagues, students, and visitors.

* Ability to work and communicate with a diverse group of students, staff, and the public using skills and abilities in business communication and etiquette, maintaining a continuous, pleasant personality and congenial disposition in all situations.

* Knowledge of and experience in business letter production, proofreading, filing, and record-keeping systems, as well as the skill and ability to perform the above functions consistently and accurately while meeting multiple demands in a timely fashion.

* Knowledge of policies and procedures used in an educational institution and the ability to work as a productive member of a division team using the established procedures and policies of the College.

* Ability to perform basic math and data management functions, and ability to utilize basic accounting practices and office procedures.

* Knowledge and experience in telephone use and etiquette.

* Skill in the operation of common office equipment such as a calculator, copy machine, and multimedia carts.

* Ability to communicate effectively in writing, in person, and on the phone.

* Ability to use basic computer skills.

* Ability to lift and carry up to twenty (20) pounds for short distances and move tables, chairs, and media equipment when necessary.

* The individual must possess the above skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Minimum Qualifications

* High School graduate or GED.

* Minimum of two (2) years of administrative assistant/office experience or one (1) year of office experience plus one (1) year of related training.

Desired Qualifications

* Associate's Degree in Business Administration, Office Professional, or related degree.

* Experience in an educational setting.

Salary

$17.32 per hour

Benefits

Part-time regular employees are eligible to participate in the TIAA retirement plan through a Roth, SRA, or 457(B) account, with no match provided by the College. Additionally, part-time regular employees may enroll in supplemental benefits and the group vision plan through employee-paid premiums.

Schedule

Normal hours of work for this part-time regular position are generally scheduled by the College, Monday through Friday, based on a 29-hour workweek and a 260-day work calendar. Scheduled special activities, emergencies, or temporary schedule changes may require hours outside of the regular workday or workweek.