COLLIN COUNTY COMMUNITY COLLEGE DISTRICT

JOB DESCRIPTION

 

 

TITLE:                                   Administrative Assistant (Comm. & Humanities)

 

DIVISION:                             Academic Affairs

 

DEPARTMENT:                 Communications and Humanities

 

SECURITY SENSITIVE:            Yes

 

JOB TITLE CODE:                       0300

 

FLSA STATUS:                  Non-Exempt

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FUNCTION:                          Coordinate functions required for the efficient operation of the Academic Division.  Perform administrative duties; maintain a high degree of confidentiality; monitor budget expenditure.  Expedite materials or actions requested by the Dean.

 

REPORTS TO:                        Dean of Communications and Humanities

 

SUPERVISES:                    N/A

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MAJOR RESPONSIBILITIES

 

Essential Job Functions

 

1)     Assist the Dean with developing the annual budget needs, salary allocations and other resources needed by the division.

 

1)     Prepare Personnel Cost Backup Report.

 

2)     Analyze and monitor divisional and discipline monthly accounting reports ensuring that all expenditures are authorized, accurately recorded and charged to the correct cost center and account.

 

3)     Prepare adjustment form to transfer funds when necessary.

 

4)     Prepare, enter (data entry), and analyze and edit faculty load report each semester for accuracy of full-time and associate faculty payroll data.

 

5)     Work closely with Human Resources and Payroll to maintain accurate labor distribution of divisional staff, full and part-time.

 

6)     Maintain agency accounts as needed.

 

7)     Serve as liaison between students, teachers, volunteers, faculty, staff, general public and the Division responding to questions, providing accurate information in a timely and courteous manner and resolving problems in the absence of the dean.

 

8)     Review timesheets for accuracy and, signatures, and forward to Payroll office by due date.

 

9)     Research and interpret relevant college policies appropriate to such duties as preparing time sheets and purchasing.

 

10) Coordinate ordering of supplies and equipment by researching options, making recommendations for purchase; submit the request via the Advanced Purchasing System or manually; follow-up on the request and maintain relevant records, keeping inventory.

 

Marginal Job Functions

 

Collect and deposit funds to the appropriate accounts in the Bursar's office from various departments within the division.

 

Assist with the interviewing and selecting of student assistants.

 

Serve as back-up for the Assistant to the Dean and the Division Secretary.

 

Flexible to travel between campuses to attend meetings and/or training sessions.

 

MINIMUM QUALIFICATIONS

 

Knowledge, Skills, and Abilities

 

Knowledge of microcomputers and basic/advanced word processing software and data manipulation applications.

 

Knowledge of department and college policies, procedures and practices with the ability to answer work related questions; and or interpret and apply these policies and procedures correctly in various situations.

 

Ability to establish and maintain effective working relationships.

 

Ability to determine appropriate expenditures for budgeted funds to meet department's objective and goals.

 

Ability to provide accurate information or assistance to requestors in a timely and courteous manner.

 

Ability to perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques and standards with minimal supervision within the assigned time frame.

 

Ability to independently identify and undertake additional tasks to be accomplished.

 

Oral and written skills to convey ideas, facts, and information effectively and accurately to students, staff, faculty and the general public.

 

Knowledge of business English with the ability to write in complete sentences using appropriate words, correct grammar, punctuation and spelling.

 

Ability to listen actively and demonstrate understanding.

 

Ability to maintain restraint and keep calm when faced with interpersonal conflict and/or emotional or angry individuals.

 

Ability to organize, schedule, assign, delegate, coordinate, train and monitor the work of student assistants.

 

 

Education and Experience

 

Education:                  Associate's degree (Bachelor's desired) from a regionally accredited institution in a related field.

 

Experience:               Three years of directly related experience.  Demonstrated strong written and oral communication skills with the ability to relate well to students, staff, and the general public.  Ability to use a personal computer and various software including:  word processing, graphics, database management, and spreadsheet applications   (Microsoft Word and Excel desired)

 

OR

 

Any equivalent combination of training and experience.

 

Licenses/Certificates:            N/A

 

 

 

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.