COLLIN COUNTY COMMUNITY COLLEGE DISTRICT

JOB DESCRIPTION

TITLE: Assistant to the Associate Vice President

DIVISION: Executive Vice President

DEPARTMENT: Institutional Research Office (IRO)

SECURITY SENSITIVE: Yes

JOB TITLE CODE: 0491

FLSA STATUS: Non-Exempt

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FUNCTION:  Perform diversified and advanced office duties, maintaining a high degree of professionalism and confidentiality.  Expedite materials or actions as requested by the Associate Vice President for Research and Institutional Effectiveness (AVP).  Coordinate administrative support duties required for the efficient operation of the department. 

REPORTS TO:  Associate Vice President for Research and Institutional Effectiveness

SUPERVISES:  Student Assistant and occasional temporary clerical staff

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MAJOR RESPONSIBILITIES

Essential Job Functions

1) Perform administrative support duties including word processing; desktop publishing; graphics; transcription/dictation; report preparation; proofreading; review of District forms for accuracy and completeness; and other administrative support functions as required; expedite materials or actions with little or no immediate supervision.

2) Screen incoming telephone calls and visitors to the AVP’s office; screen, sort and distribute incoming and outgoing mail. 

3) Prepare purchase order requisitions; monitor processing of purchase orders, check requests, and other business forms to ensure receipt of items, completion of requests, and compliance with the institution’s financial policies and procedures.

4) Maintain appointment calendars for IRO staff including scheduling meetings, engagements, and coordinating travel arrangements; coordinate arrangements for seminars, conferences and workshops including meals, registration, transparencies, hand-outs evaluations, etc.

5) Assist in budget formulation.  Perform departmental bookkeeping.  Immediately apprise the AVP of unusual or noteworthy budgetary circumstances.  Perform computer input of annual division budget and occasional budget adjustments.

6) Under the direction of the professional research staff, perform layout, production, data cleaning, and scanning of IRO surveys. Maintain electronic and hard copy files of surveys; work with appropriate IRO research staff to manage supplies and logistics of student evaluations and large surveys.

7) Serve as Webmaster for the IRO intranet site.

8) Organize and maintain IRO’s physical and electronic files and library.

9) Set up and maintain simple spreadsheets and databases, and perform data entry.

10) Attend and transcribe minutes of meetings as requested by the Associate Vice President for Research and Institutional Effectiveness; take notes and maintain agendas and records of IRO staff meetings.

11) Arrange for, train, and supervise Student Assistant and occasional temporary or part-time clerical support staff within the department.

Marginal Job Functions

Perform other work-related duties as assigned by the AVP.

Provide support, as necessary, to the Executive Vice President’s Office and the President’s Office.

Participate and assist in coordination of college activities and special events as required.

MINIMUM QUALIFICATIONS

Knowledge, Skills and Abilities

Extensive knowledge of advanced office administration practices and functions including effective office management, communication, and human relations skills.

Extensive knowledge of computer software used in this position.

Ability to work effectively in a team-oriented environment.

Skill and ability to represent one’s self and the college positively and professionally, working effectively with a variety of colleagues and customers.

Effective keyboarding skills.

Skill in making simple arithmetic calculations.

Skill in proofreading materials to insure accuracy, paying close attention to detail.

Ability to maintain confidentiality of organizational plans, personnel actions and other items from intentional and unintentional disclosure.

Ability to read, interpret and apply established policies and procedures correctly in various situations.

Ability to answer multi-line telephones; transmit information; and to courteously and quickly direct or answer questions from general public, public officials, executives from business and industry, faculty, staff, and students.

Ability to accurately maintain a budget, collect monies, and maintain accounting thereof including payables and receivables.

Ability to write in complete sentences and well-organized paragraphs, using appropriate words, correct grammar, punctuation, and spelling using an appropriate business formats.

Ability to work effectively with little instruction and supervision.

Ability to shift quickly between several tasks without loss of continuity.

Ability to anticipate and/or react promptly and appropriately to the needs and concerns of citizens, supervisors, and co-workers.

Ability to record inventory and determine office supply needs.

Ability to effectively operate office equipment such as personal computers, printers, photocopying machines, dictation machines, fax machines, stamp meters, typewriters, scanners, etc.

Ability to perform all the essential functions of this job.

Education and Experience:

Education: Associate’s degree from a regionally accredited institution in a related field.

Experience: At least four years of related experience including at least one year in an executive secretarial/administrative assistant position

OR

Any equivalent combination of training and experience.

Licenses/Certificates:  Not applicable

NOTE: Experience with the information technology tools used by the Institutional Research Office is highly desirable.  This position requires the use of IBM compatible computers in a Microsoft Windows XP environment.  Major software tools include: SPSS, Hyperion Brio, Banner, GroupWise, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Access, page layout and graphics generation and editing software, Magenta, Snap Surveys, BuySpeed, Adobe Acrobat, Web browsers and search engines, HTML or other Web design tools. 

NOTE:  This job description is not an employment agreement or contract.  The President and/or designee has the exclusive right to alter this job description at any time without notice. 

Employees of CCCCD are expected, as required in their specific job functions, to participate in maintaining standards required for accreditation; to participate in college task forces, activities, meetings, committees and councils; to interact and work cooperatively in order to assist students, staff, faculty and the community in the accomplishment of various goals; to represent one’s self and the college in a positive, professional manner consistent with the core values which include a passion for learning, service and involvement, creativity and innovation, academic excellence, dignity and respect, and integrity; and to safeguard sensitive or confidential information from intentional or unintentional disclosure. 

Employees are expected to maintain current working knowledge of policies, procedures and guidelines necessary to answer work-related questions and to provide assistance to students, staff, faculty and the general public in a timely and courteous manner.  Employees are also expected to perform other duties as may be assigned by their supervisor and to contribute to the team efforts of the department and to assist the college in achieving its strategic goals.  

Employees must abide by all laws, college policies and guidelines.

Collin County Community College District is an equal opportunity employer and does not discriminate on the basis of race, color, religion, age, sex, national origin, disability or veteran status.