Office Assistant II, Advising

The following duties, responsibilities, Knowledge, Skills and Abilities (KSA's), and physical requirements are intended to describe the general nature and level of work being performed. The information listed below is not intended to be construed as a complete listing of all duties, responsibilities, KSA's, and physical requirements required of this position since changes to the position may occur at any time or additional requirements that may be added over the course of time. SUMMARY: Under direct supervision of the Director, Advising, the incumbent will perform a variety of administrative and staff support duties directly related to Advising. An accompanying range of office skills and procedures and knowledge of organizational policies and procedures is required. Assists and directs students and visitors and helps resolve administrative problems and inquiries both internal and external to the office. Filing and organizing records, assisting students in the Advising Center.

MINIMUM EDUCATIONAL AND WORK REQUIREMENTS (MINIMUM QUALIFICATIONS): Associates Degree and one (1) year directly related experience or any combination of verifiable higher education attainment and directly related full-time work experience equal to three (3) years. Two (2) of the three (3) years must be directly related full-time work experience. Part-time work experience will be pro-rated. The total pro-rated amount must equal the minimum number of years listed. PREFERENCES: None

The incumbent will:

• Welcome and provide contemporary customer service to students, faculty and staff in person or on the telephone.
• Answer basic questions and direct complex or in-depth inquiries from students to the correct department regarding:

• Assist international student advisor with basic data input as needed.
• Assist internal staff such as financial aid and admissions staff as needed.
• Assist with basic web-registration and express registration as needed.
• Perform adds/drops and basic registration processes when supervised and guided by the Director and as needed.
• Print, fax, file, scan, and access records and documents as needed.
• Enter and update basic data as needed from documents and forms into the college's computer software system.
• Participate in the following college events as guided by the Director: Commencement, Open House, Career Day, and Community Outreach programs.
• Keep inventory of supplies, anticipate needs of department, and order supplies when needed and advised by the Director.
• Update basic registration/add-drop and other advising center forms and hand-outs as guided by the Director in the computer band and order/reproduce when needed.
• Provide basic assistance to students on the use of Student Planning and E-learning platform and programs.
• Contact the Information Technology department when guided by the Director to perform basic computer hardware/software setup and troubleshooting.
• Keep office area and equipment organized and in proper working order.
• Under the guidance of the Director, create maintenance work orders needed for repairs and forwards the request to the proper department.
• Perform miscellaneous job-related duties as assigned.

• Display empathy and positive regard for others in written, verbal and non-verbal communications.
• Work with colleagues and students by practicing punctuality, respect for deadlines, collaborative problem solving, and honest communication.
• Be friendly and collegial with co-workers, faculty, students, staff, and visitors to the campus.
• Build trusting relationships by acting with integrity, courtesy, and responsibility, even in the face of stress or demanding workplace conditions.
• Maintain proficiency as needed and approved by attending training, reading job-related materials, and meeting with others in area of responsibility.
• Dress appropriately for a workplace with frequent customer service interaction and community outreach.
• Meet all required standards
• As a Temple College Employee, actively engage in the Temple College mission of creating a culture of caring by providing excellent customer service to all internal and external customers and embracing the core values of Temple College: Excellence, Integrity, Community, and Respect.

KNOWLEDGE:

• Knowledge of administrative and clerical procedures such as managing files and documents, word processing, and other office procedures and terms.
• Knowledge of Admissions and Records policies and processes.
• Knowledge of basic Financial Aid rules.

• Effective oral and written communication skills
• Contemporary customer service and orientation skills seeking continuous process improvement.
• Communication skills to express information to others effectively.
• Accurate data entering skills.
• Time management skills.
• Skill working with a diverse student and staff population.

• Ability to actively listen and understand what clients are communicating.
• Ability to manage time by organizing, planning, prioritizing, and accomplishing your work.
• Ability to establish and maintain effective working relationships with other employees and the general public.
• Ability to understand and follow specific instructions and procedures.