Administrative Assistant to English & Communications

SUMMARY

Schedules appointments, provides information to callers, prepares memos, and otherwise relieves officials of clerical work and minor administrative and business detail by performing the following duties. This is a 30 hour per week, 39 week position.

LOCATION

Levelland Campus

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Retrieves and sorts incoming mail.

Prepares outgoing mail and correspondence, including e-mail and faxes; daily picks up mail from campus post office and distributes it to the departmental mailboxes; delivers mail to the post office.

Transcribes notes on computer; composes and types routine correspondence.

Compiles and types statistical reports.

Organizes and maintains file system, and files correspondence and other records.

Coordinates and compiles class schedules on Excel program.

Organizes and maintains faculty curriculum vitae and current syllabi on website.

Coordinates packets for Student Evaluation of Faculty by preparing packets, collecting evaluation forms, typing comments, and submitting evaluation packets.

Arranges and coordinates travel schedules and reservations.

Fills out travel requests, reimbursement forms, and purchase orders.

Orders and maintains supplies, and arranges for equipment maintenance.

Assists chairpersons with keeping track of departmental expenditures.

Greets scheduled visitors and conducts to appropriate area or person.

SUPERVISORY RESPONSIBILITIES

Assists in supervision of work-study employees.

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.

EDUCATION and/or EXPERIENCE

Associate's degree (A. A.) or equivalent from two-year college or technical school (preferred, but not required); or six months to one year related experience and/or training; or equivalent combination of education and experience. Proficiency with Microsoft Word required. Strong familiarity with other Microsoft Office applications is a plus.

LANGUAGE SKILLS

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to students, faculty, and other employees of the college.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

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

While performing the duties of this job, the employee is regularly required to use hands to type, use phones, and file forms; reach with hands and arms; and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; kneel, and, stoop. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and peripheral vision.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

 

 


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