COLLIN COUNTY COMMUNITY COLLEGE DISTRICT

JOB DESCRIPTION

TITLE: Administrative Assistant

DIVISION: Instruction

DEPARTMENT: Fine Arts

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 Fine Arts Department. Perform administrative duties; maintain a high degree of confidentiality; coordinate class schedule, etc. Expedite materials or actions requested by the Dean.

REPORTS TO: Dean of Fine Arts

SUPERVISES: Co-supervise Student Assistants

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MAJOR RESPONSIBILITIES

Essential Job Functions:

1) Coordinate, input and proof class schedules, verifying contact hours and ensuring consistency in time windows; assign section numbers and rooms. Input all scheduled data into the Student Information System (SIS). Maintain room book, as well as input rooms into Ad Astra room scheduling system; work with campus provost assistants to schedule rooms for classes.

2) 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. Check budget in FRS to ensure monies are available for requested purchases. Monitor open purchase orders—monies spent, balances available, etc. Process check requests.

3) Coordinate information flow and communication by informing staff and faculty of changes in college plans and programs toward filling identified needs or resolving problems.

4) 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.

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

6) Flexible to travel between campuses to collect funds, attend meetings and/or training sessions.

7) Serve as back up for Assistant to the Dean.

Marginal Job Functions:

Serve as back-up for the Division Secretary.

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

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.

Ability to bend, stoop and/or squat when filing.

Ability to lift, carry, push or pull up to 25 pounds. (packages, boxes of student evaluations, etc.).

Ability to perform all the essential functions of this job.

Education and Experience:

Education: Associates degree from a regionally accredited institution in a related field.

Experience: Three years of 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 and spreadsheet applications (WordPerfect and Lotus).

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.