Academic Services Administrative Specialist Classification Summary:
Incumbents perform non-routine, complex clerical functions requiring the application of department and organizational policies and procedures. Responsibilities may include explaining organizational or departmental policies and procedures to students, faculty, and other staff; prioritizing tasks; scheduling appointments, classes, and/or activities; attending meetings and taking notes; desktop publishing; preparing, reviewing, revising and distributing documents and correspondence; creating purchase orders; and performing basic quantitative and qualitative reviews of data. Incumbents may provide direction to student workers and/or part-time staff and may occasionally perform some of the duties of the higher levels. Minimum Education and/or Training and Experience:
High School Diploma or equivalent (G.E.D.), and one year clerical or administrative experience Preferred Education and/or Training and Experience: Licensing Requirements: None Classification Duties: Assist with department programs and projects; work may involve scheduling and coordinating appointments, classes, meetings; sending documents; and assisting with departmental operations as needed. (B2) Prepare, edit, proofread, sort, process, maintain, and/or distribute correspondence, reports, rosters, forms, files, booklets, time sheets, packets, personnel paperwork, work orders, or other documents; work may involve researching and compiling information; performing basic quantitative and qualitative data analysis; and utilizing and updating department systems or databases (B2) Prepare, track, sort, review, process, and/or reconcile various records, invoices, requisitions, bills, check requests, deposits, accounts, reimbursements, travel requests and vouchers, applications, or forms. (B2) Perform office duties to include monitoring inventory; ensuring adequate availability of supplies and materials; ordering supplies; sorting and distributing mail; and maintaining and updating departmental websites. (B2) Coordinate assignments of and schedules part-time and temporary staff; work may involve prioritizing and assigning work, and monitoring performance. (B2) Coordinate with internal and/or external personnel, departments, and agencies to communicate information, respond to requests, serve as a liaison, provide assistance, and facilitate departmental operations. (B2) Perform other related duties of a comparable level/type as assigned. Position Duties: Create and prepare specialized reports; edit, proofread, sort, process, maintain, and/or distribute correspondence, budget reports, forms, files, personnel paperwork, work orders, or other documents; work includes researching and compiling departmental budget information; performing basic quantitative and qualitative data analysis; and utilizing and updating department systems or database. Perform specialized administrative duties required to support the Academic Services program area, using discretion to make judgments based on operating guidelines. Support purchasing requirements for department, researching items and obtaining price quotes, entering information into budget reports, receiving purchase orders, track, sort, review, process, and/or reconcile various records, invoices, requisitions, bills, check requests, deposits, accounts, reimbursements, travel requests and vouchers, applications, or forms. Perform office duties to include monitoring Director phone calls, appointments, and committee minutes; ensuring adequate appointment times; retrieving, sorting and monitoring mail; and assist with maintaining and updating departmental websites. Organize and prepare meeting schedules for Director of Academic Services, ensure meeting spaces are properly requisitioned ahead of schedule, assist with special projects and events as needed. Knowledge:
Customer service principles;
Computers and related software applications;
Recordkeeping principles;
Keyboarding techniques;
Filing principles and practices;
Modern office procedures, methods, and equipment.
Skills:
Create and implement budget reports for Academic Service Departments
Using a computer and related software applications;
Providing customer service;
Filing;
Processing information utilizing established procedures;
Keyboarding;
Using office equipment;
Maintaining records and files;
Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to give and receive work direction.
Wage/Salary: 17.00
Status: Full time
If Part-time, hours per week: If Non-exempt, work days: Posting Number: SF00522
Special Instructions Summary:
Review of applications will begin on May 13 and will continue until position is filled.
To apply, visit It is the policy of Jefferson College that no person shall, on the basis of age, ancestry, color, creed, disability, genetic information, marital status, national origin, race, religion, sex, gender identity or expression, sexual orientation, or veteran status, be subject to discrimination in employment or in admission to any educational program or activity of the College. In compliance with Federal Rules and Regulations, Jefferson College has adopted a procedure for resolving complaints of discrimination. The procedure is available to any Jefferson College student, employee, or applicant who feels that he or she has been discriminated against in employment, student programs, or student activities.
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jeid-8992ea38b698b64b9703a2be7fa1e5d6 About Jefferson College
Jefferson College is a student-centered comprehensive community college, committed to providing an accessible, quality college experience as it strives to meet the diverse needs of the students and the community. Superior teaching and services foster a supportive learning environment, which promotes intellectual, social, and personal growth. A strong general education curriculum, college transfer and technical programs, personal enrichment courses, and on-campus experiences prepare students to succeed in their careers, further their education, and prosper in a diverse world. Jefferson College's ongoing assessment of students, programs, and services assures that it is a responsive and progressive community college.
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