Administrative Assistant

Administrative Assistant

Applicants must be authorized to work in the United States. All employees are expected to maintain a permanent residence within the State of Utah as a condition of employment. New employees must provide a valid Utah residential address within 30 days of their start date.

Job Summary

Under the general supervision of the Director, the Administrative Assistant provides comprehensive administrative and operational coordination for the STEM Learning department. This position serves as a central point of coordination for departmental personnel, schedules, facilities, purchasing, fiscal processes, communications, records, and day-to-day office operations. The position works closely with the Director, Tutor Coordinators, Student Success Managers, and other departmental staff. This position coordinates activities at learning centers, and with student support programs at four campus locations. The Administrative Assistant supports the effective operation of a department consisting of full-time professional staff and a large part-time staff, and supports this workforce by coordinating schedules, staffing processes, meetings, communications, documentation, purchasing, reporting, events, and other administrative activities. The position also provides direct oversight and day-to-day coordination of part-time Center Assistants and helps ensure welcoming, consistent, and effective service to students, faculty, and staff.

Essential Duties & Responsibilities & Knowledge Skills & Abilities

Departmental Operations and Administrative Coordination

• Coordinate day-to-day administrative operations for the department.
• Serve as the central administrative resource for departmental professional and part-time staff.
• Coordinate departmental calendars, schedules, meetings, communications, and deadlines.
• Monitor administrative workflows and follow up with staff to ensure completion of assigned processes.
• Identify operational issues and coordinate solutions or escalate issues as appropriate.
• Develop and maintain administrative procedures and documentation.
• Support consistent operations across multiple campus locations.

Personnel and Front Desk Coordination

• Coordinate administrative processes for full-time and part-time employees.
• Supervise and coordinate approximately five part-time Center Assistants.
• Develop Center Assistants' schedules and ensure appropriate staffing coverage.
• Assist with onboarding, training coordination, time entry, personnel documentation, and other employee-related administrative processes.
• Communicate departmental expectations, procedures, and operational changes to Center Assistants.
• Address routine personnel and operational issues and escalate matters as needed to the appropriate supervisor.

Program and Staff Support

• Provide administrative support to Tutor Coordinators, Student Success Managers, Director, and other department staff.
• Coordinate administrative needs associated with learning centers, student ambassador programs, internships, and other student initiatives.
• Assist with scheduling, communications, reporting, meetings, events, and documentation.
• Coordinate information across multiple programs and locations.
• Assist professional staff in tracking program activities, deadlines, staffing, and operational needs.

Fiscal, Purchasing, and Records Administration

• Coordinate purchasing, invoices, payment requests, reimbursements, and related documentation.
• Monitor expenditures and prepare budget/expense reports.
• Maintain accurate departmental records and files.
• Assist managers and coordinators with fiscal processes.
• Ensure administrative and fiscal processes comply with college policies and procedures.

Meetings, Events, and Communications

• Schedule and coordinate departmental meetings.
• Prepare agendas, materials, minutes, and follow-up documentation.
• Coordinate departmental events, professional development activities, student events, and outreach activities.
• Coordinate logistics, staffing, facilities, supplies, communications, and other resources required for events.

Other Duties as Assigned

• Ability to independently coordinate and support the department with its day-to-day administrative and operational functions at multiple locations.
• Ability to exercise sound judgment, prioritize competing demands, resolve routine operational issues, and determine when matters should be referred to the Director or appropriate supervisor.
• Demonstrate initiative, dependability, flexibility, and willingness to take ownership of assigned responsibilities and follow tasks through completion.
• Ability to provide day-to-day guidance, directions, and support to assigned part-time staff and promote a professional, welcoming, and student-centered work environment.
• Ability to coordinate the administrative needs and activities of multiple professional staff, programs, and part-time employees.
• Ability to maintain effective working relationships and collaborate successfully with staff across multiple programs, departments, and campus locations.
• Excellent interpersonal and customer service skills, with the ability to serve as a welcoming and professional point of contact for students, faculty, staff, administrators, and community members.
• Strong organizational, administrative, and time-management skills, with the ability to coordinate multiple priorities, deadlines, and activities.
• Commitment to providing high-quality, student-centered service and supporting the mission and goals of the STEM Learning department and the College.
• Ability to establish, maintain, and improve administrative processes, procedures, workflows, schedules, and systems to promote efficient and consistent department operations.
• Ability to coordinate meetings, events, schedules, staffing, communications, and other logistical activities involving multiple participants and locations.
• Strong attention to detail and accuracy in maintaining records, schedules, reports, purchasing documentation, personnel information, and other administrative materials.
• Ability to communicate clearly and effectively, both verbally and in writing.
• Ability to handle confidential, sensitive, and personnel-related information with appropriate discretion and professionalism.
• Knowledge of or ability to learn College policies, procedures, systems, and processes related to purchasing, budgeting, personnel, scheduling, student services, and departmental operations.
• Ability to learn and effectively use College administrative and student support systems, including Banner, NeoEd, Navigate 360, and other institutional systems.
• Proficiency with Microsoft Office/Microsoft 365 or similar productivity and collaboration software, including email, word processing, spreadsheets, calendars, and shared documents.
• Ability to communicate effectively with a broad range of people with a variety of abilities and backgrounds, to maintain good working relationships across the College.
• Ability to work with all groups from a variety of academic, socioeconomic, cultural, and ethnic backgrounds, and with community college students, faculty, and staff, including those with disabilities.

Minimum Qualifications

• Associate's degree or two years of post-secondary education.
• One (1) to two (2) years of related administrative, office coordination, or customer service experience.

Preferred Qualifications

• Experience supporting multiple professional staff and/or coordinating part-time or student employees.
• Experience in a higher education or student services environment.
• Experience coordinating office operations, schedules, personnel, purchasing, or administrative processes.
• Knowledge of College systems such as Microsoft 365, Banner, NeoEd, and Navigate 360.

Salt Lake Community College is Utah's largest open-access college 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 8 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 perspectives. A respectful work environment is its top priority; academic excellence and lasting transformation occurs when we can collaborate freely. As an emerging Hispanic Serving Institution, SLCC leads the state with the highest enrollment of students from the Latinx/a/o community. SLCC is committed to serving students and being a model for inclusive and transformative education. 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"). In addition to URS, SLCC offers several other retirement account options. This position is subject to a successful completion of a criminal background check.

Benefits