Salary: Depends on Qualifications

Location : Graham, NC

Job Type: Full-Time Non-Exempt

Job Number: 2024-00057

Division: Business, Arts & Sciences

Department: Business, Arts & Sciences

Opening Date: 05/15/2024

Closing Date: 6/5/2024 11:59 PM Eastern

Description

Alamance Community College is seeking an experienced full time Senior Administrative Assistant in the Student Learning division to support our growing and progressive curriculum programs. Successful candidate will be a self-motivated team player. This is an opportunity to work in a fast-paced environment with students and faculty across all three academic divisions while upholding the mission statement of the college to provide educational programs and services to prepare all members of our diverse community to succeed.
This position is part of an administrative assistant team that provides administrative support and a variety administrative services to the three division deans.

Applied Engineering, Agriculture and Skilled Trades
Business, Arts and Sciences
Health and Public Services

Responsibilities may include: Reconciling, and maintaining evaluating complex data, coordinating departmental purchases, and reviewing expenditures; accurately writing and tracking faculty contracts, reviewing, proofreading and editing a variety of communications such as letters, memos and announcements; reconciling monthly payroll, preparing financial and/or statistical reports; preparing meeting agendas, recording meeting minutes; planning and coordinating events, maintaining calendar and appointments.

Example of Duties

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Preparing various documents (various reports, contracts for adjunct faculty, payroll reconciliation and submittal, review travel requests, supply orders, etc.)
Supervision of student workers
Help in planning and coordinating meetings
Performing front-desk and clerical duties; which involves answering telephones
Providing information/assistance to students, visitors, faculty and staff in-person, via email or phone
Directing visitors to appropriate departments or personnel
Scheduling appointments, meetings, and updating calendars
Processing and distributing mail
Filing and record keeping, preparing meeting agendas
Accurately transcribing and proofreading meeting minutes, preparing for and assisting with College events.
Excellent customer service skills and telephone presence with the ability to work well with the public in high pressure situations.
Ability to multitask and perform detailed tasks accurately, with interruptions.
Strong computer skills with a focus on Microsoft office applications and Google Documents
General knowledge of office practices with great attention to detail.
Assist in communication with admitted and potential students by providing information regarding necessary steps in the enrollment process (payments, directions, materials)
Engaging in continuous improvements efforts.
Building positive, effective relationships with internal and external partners.
Assisting with accreditation/regulatory reports.
Assisting with live projects as relevant.
Serve on College Committees
Performs other duties as assigned that support the College mission and initiatives

Supervisory Responsibilities
This position does not have supervisory responsibilities.

Competencies
To perform the job successfully, an individual should demonstrate the following competencies:

Demonstrate excellence in written, oral, and interpersonal communication skills.
Demonstrate commitment to diversity, equal opportunity, and the academic, intellectual, and social development of all students and employees.
An understanding of and commitment to the comprehensive community college philosophy and mission.
Treat others respectfully and behave in such a way that creates a workplace environment that is marked by trustworthiness and honesty that is professionally appropriate.
Act as a team player when working with employees of the College and the community of Alamance County.

Analytical - Synthesizes complex or diverse information; collects and researches data.

Continuous Learning - Assesses own strengths and weaknesses; seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.

Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively.

Use of Technology - Demonstrates required skills; adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity; keeps technical skills up to date.

Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.

Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.

Cooperation - Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.

Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.

Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.

Written Communication - Able to read and interpret written information.

Business Acumen - Aligns work with strategic goals.

Cost Consciousness - Works within approved budget; conserves organizational resources.

Diversity - Shows respect and sensitivity for diversity and cultural differences; promotes a harassment-free environment.

Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values.

Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities.

Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.

Personal Appearance - Dresses appropriately for position.

Attendance/Punctuality - Is consistently at work and on time; arrives at meetings and appointments on time.

Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan.

Initiative - Looks for and takes advantage of opportunities; asks for and offers help when needed.

Innovation - Meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas.

Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives.

Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.

Quantity - Completes work in timely manner.

S afety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Language Skills
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills
Ability to calculate and apply concepts of basic Mathematics.

Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

Computer Skills
To perform this job successfully, an individual should have general knowledge of Database software; Internet software; Spreadsheet software and Word Processing software.

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.

Walking _X
Running
Squatting
Jumping
Sitting X
Standing X
Lifting (10 lbs. maximum) X
Speaking X
Hearing X

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Occasional evenings during registration, meetings, and special events.

Classroom Setting X (as needed for events)
1. Inside X (as needed for events)
2. Outside X (as needed for events)

Office Setting X
Loading Dock

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position .

Typical Qualifications

Must have the ability to coordinate meetings (scheduling classes, reserve rooms, manage calendars)
Proficient with Google Docs, Calendar, Email and Microsoft Office applications (Word, Excel, PowerPoint)
Excellent organization and excellent time management skills
Effective skills to ensure strong rapport and collaborative relationships
- Excellent follow through, attention to detail, and ability to maintain confidentiality.
Ability to work as a collegial, productive member of a high performing team
Demonstrated ability to work with diverse populations
Basic principles of business letter writing and report preparation

Outstanding interpersonal and communication skills (both written and oral).
1. Must be able to professionally approach frequent inquiries from faculty and students while maintaining a calm, professional attitude.
Demonstrated sensitivity to and appreciation of ethnic and cultural diversity.
Ability to undertake and manage multiple tasks
Must possess a valid North Carolina Driver's License

Required Minimum:

Associate Degree in Business or related area or equivalent experience
Microsoft Office Suite and Google Document and Gmail

Preferred:

Bachelor's Degree in Business or related area
Three to five years' previous administrative experience
Understanding and experience with Colleague/Datatel

Certificates, Licenses, Registrations
N/A

Supplemental Information

An ACC on-line application MUST be fully completed for consideration, which includes a required letter of interest and unofficial transcript attachment. Resume attachments are welcome but will not be accepted in lieu of a complete application. Unofficial transcripts MUST be scanned and attached in order to be considered for this position! Applicants who are selected for an interview will be requested to participate in a work-product task.

For non-faculty positions, all relevant full- and part-time work experience related to the position should be included on the application, including start and end dates.

Alamance Community College provides a wide variety of benefits available to full time employees (this does not include full time temporary positions). These benefits include: North Carolina State Health Plan for Teachers and State Employees, dental, vision, life insurance, optional life and disability insurance plans, flexible spending account for health care/dependent care, NC State Retirement, and a deferred compensation program (401K, 457, 529). Alamance Community College also offers leave based on years of service (vacation, sick, FMLA, military, community service, personal observance) in addition to paid holidays and longevity pay. The College also provides up to eight weeks of paid parental leave to qualifying employees. ACC houses an on-site child care center operated by LifeSpan, Inc.

ACC is engaging in a three-year strategic plan called ACC Forward that involves, among other priorities, a focus on ehnancing employee resources including those related to mental and physical health and wellness.