JOB
DESCRIPTION
TITLE: Administrative Assistant
DIVISION: Executive Vice President
DEPARTMENT: Center for Teaching, Learning and Professional Development
SECURITY
SENSITIVE: Yes
JOB
TITLE CODE: 0300
FLSA STATUS: Non-exempt
FUNCTION: Coordinate functions required for the efficient operation of the Center
for Teaching, Learning and Professional Development. Perform administrative duties; maintain a
high degree of confidentially; maintain budget expenditures; coordinate class
schedule, etc. Expedite materials or
actions requested by the Director.
REPORTS TO: Director, Center for Teaching,
Learning and Professional Development
SUPERVISES:
N/A
___________________________________________________________________
MAJOR
RESPONSIBILITIES
Essential
Job Functions
1) Assist the Director in the preparation of annual center budget, projecting personnel costs and other center costs.
2) Analyze and
monitor monthly center accounting reports ensuring all expenditures are
authorized, accurately recorded and charged to the correct cost center and
account. Prepare budget adjustment form
to transfer funds when necessary.
3) Work with Human Resources and Payroll to maintain
accurate budget detail, employee records, and labor distribution of divisional
full and part-time staff.
4) Coordinate
information flow and communication by informing staff of changes in college
plans and programs toward filling identified needs or resolving problems.
5) Serve as
liaison between students, faculty, staff, general public and the Center
responding to questions and correspondence, providing accurate information in a
timely and courteous manner and resolving problems in the absence of the
director.
6) Assist in the
development and revision of the College catalog. Input and proof class schedule, verifying
hours and ensuring consistency in time windows; assign section numbers and
rooms. Input scheduled data into the
Student Information System. and course schedule.
7) Coordinate
ordering of supplies and equipment.
Serve as liaison with Purchasing and Receiving to ensure accuracy of
purchase orders and payment.
8) Complete, review for accuracy, process and submit
forms; including petty cash, check request, purchase orders and professional
leave in accordance with college policy.
9) Research and
interpret relevant college policies appropriate to such duties as faculty
workload, extra service and special contracts, release time, compensation,
purchasing, and schedule building.
10) Admit and
register credit, continuing education, and teacher certification students,
maintaining confidential student records and collecting tuition paymen.t.
Marginal Job
Functions
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, data base and data
manipulation applications.
Knowledge of
department and college policies, procedures and practices with the ability to
answer work related questions.
Ability to
establish and maintain effective working relationships.
Knowledge of
the college's budget preparation procedures and practices.
Ability to
determine appropriate expenditures for budgeted funds to meet department’s
objectives and goals.
Ability to
perform assigned responsibilities, duties, and tasks according to established
practices, procedures, techniques, philosophies, and standards with minimal
supervision.
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.
Ability to
write in complete sentences using appropriate words, correct grammar,
punctuation, and spelling.
Ability to
listen actively and demonstrate understanding.
Ability to
maintain restrain and keep calm when faced with interpersonal conflict and/or
emotional or angry individuals.
Ability to
perform all the essential functions of this job.
Education: Associate's
degree (Bachelor's desired) from a regionally
accredited
institution, in a related field.
Experience: Three (3) years directly related
experience. Demonstrated
strong written and
oral communication skills and the ability to relate well to students, staff and
the general public. Ability to use a
personal computer and various software including: word processing, database management,
and spreadsheet applications.
OR
Any equivalent
combination of training and experience.
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.