Administrative Assistant to the Director of Instructional Technology

SUMMARY: Assists the Director of Instructional Technology by performing the following duties:

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

  •  Answers phone, greets visitors and provides excellent customer service.
  •  Responsible for supporting students in online courses and those courses supplemented by distance education technologies.
  •  Helps prepare course schedules for online, interactive television and dual credit courses.
  •  Prepares purchase orders for approval.
  • Processes invoices for payment.
  •  Posts all orders and expenditures against proper accounts and reconciles these accounts monthly with the business office.
  •  Retrieves, and sorts incoming mail. Prepares outgoing mail and correspondence including periodical bulk mailings.
  •  Organizes and maintains file system, and files correspondence and other records.
  •  Prepares and checks student time sheets.
  •  Arranges and coordinates travel schedules and reservations.
  •  Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
  •  Makes copies of correspondence or other printed materials.
  •  Orders and maintains supplies, and arranges for equipment maintenance.
  •  Assists in other duties as required.

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/EXPERIENCE

Associate’s degree (A.A.) or equivalent from two- year college or technical school (preferred, but not required); or five years related experience and/or training; or equivalent combination of education and experience. Proficiency with Microsoft Word, Excel and Access are required. Strong familiarity with other Microsoft Office applications is a plus. Must be comfortable using technology on a daily basis.

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 faculty and other employees of the college as well as visitors and prospective students.

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.

PHYSIAL 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 frequently 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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