Administrative Assistant III - Academic Support and Student Success

Administrative Assistant III

The Academic Support and Student Success Department is recruiting for one full time Administrative Assistant III. This position is responsible for providing administrative and operational support for the Department, including office management, communication with faculty, staff, students, and the public; preparation and distribution of correspondence, schedules, reports, and instructional materials; maintenance of departmental records and budgets; coordination of scheduling and events.

This position is benefits eligible. For more information on Victoria College's excellent benefits package, click the benefits tab.

Victoria College (VC) is a vital public community college located in Victoria, Texas and has been a respected community partner in the Crossroads region since 1925 and continues to offer quality, affordable educational opportunities to help our students achieve their dreams. VC offers a variety of high-quality associate's degrees and transfer programs, preparing students for success in their chosen fields. The college fosters a close-knit community, serving approximately 7,100 students across diverse backgrounds and learning styles, including full-time, part-time, online, veterans, and adult learners. VC features five academic divisions:

• Academic Support & Student Success
• Allied Health
• Career & Technical Education
• Arts, Humanities, & Social Sciences
• Science, Mathematics, Engineering, & Physical Education

Additionally, VC offers various programs through the Academy of Lifelong Learning, catering to the educational needs of the community. Living in the Area Victoria, a charming city with a population of around 67,000, provides a welcoming and affordable environment. Residents enjoy a variety of benefits, including diverse culinary experiences, a rich cultural scene with museums and art galleries, and ample opportunities for outdoor recreation. Victoria boasts over 50 parks and green spaces, including Riverside Park and Spring Creek Greenway, offering scenic walking and biking trails. The city is well-connected with regional transportation networks, including Victoria Regional Airport and multiple bus services. Victoria's cost of living is significantly lower than the national average, making it an attractive option for students and families alike.

Duties & Responsibilities

Duties include, but are not limited to, the following:

• Assist the Dean of Academic Support and Student Success, including correspondence, calendar management, meeting coordination and reporting.
• Serves as the primary point of contact for students, faculty and visitors to the Total Learning Center.
• Answer phones, distribute mail, monitor department email accounts and respond to student inquiries.
• Schedule Learning Lab and Success Coaching appointments through the appropriate appointment management system.
• Schedule all meetings, training and room reservations through EMS.
• Process departmental paperwork including purchase orders, invoices, travel reimbursements, substitute reports, check requests, payroll reports and procurement card expense reports.
• Monitor, track, and maintain departmental budgets, purchasing records, invoices and expenditures.
• Assist with development, entry, proofing and maintenance of course schedules in Banner and EMS.
• Publish and maintain classroom and final exam room assignments and update room posting as needed.
• Assist students and faculty during registration periods and provide support utilizing Banner and related systems.
• Collect, organize, and maintain instructor syllabi, faculty profiles, curriculum vitae, course evaluations, reports and other departmental records.
• Supervise, train, and coordinate TLC student workers and support staff as assigned.
• Coordinate logistics for training, meetings, workshops, and departmental events, including agendas, materials, sign-in sheets, meals and supplies.
• Contact and assist with student outreach and provide support for Learning Assistant and Success Coaching STAR students.
• Prepare meeting minutes and maintain departmental documentation and electronic filing systems.
• Maintain communication with all TLC part-time employees regarding deadlines, training, grading, drop/withdrawal procedures and college processes.
• Maintain and update departmental and TLC webpages and related informational materials.
• Inventory, order, stock, and distribute office, classroom, refreshment center, instructional supplies and equipment.
• Maintain and transport COW laptops and other departmental technology equipment as needed.
• Assist with annual planning, goals and objectives, mid-year and end-of-year reports, memberships, committees and special projects.
• Perform other duties as assigned.

Qualifications

• Associate degree required in a related field or four years administrative assistant experience in lieu of a degree
• Three years, minimal, of experience in an administrative assistant position
• A clear understanding of and commitment to the philosophy of the comprehensive community college; commitment to the achievement of academic excellence
• Proficient in MS Word, MS Office Outlook, Excel, Access
• Operate equipment such as computers, fax machines, scanners, and copy machines.
• Excellent human relations and communications skills.
• Ability to relate to college administration, faculty, students, and the public in a positive, courteous, and tactful manner.
• Ability to successfully manage multiple projects.
• Display discretion in matters concerning confidentiality and the ability to maintain confidential and time-sensitive material.

Physical Demands

While performing the duties of this job, the employee is regularly required to use hands and fingers to handle controls, keypads, etc. Will be required to sit and reach with hands and arms as well as sit, stand, and walk. The employee must frequently lift and/or move up to 15 pounds while loading office supplies and paper. Specific vision abilities required include close vision, some color vision, and the ability to adjust focus from documents to the computer screen. Hearing light to moderate sounds is required for this job. The noise level in the work environment is usually moderate.