COLLIN COUNTY COMMUNITY COLLEGE DISTRICT

                                              JOB DESCRIPTION

 

 

TITLE:                     Administrative Assistant            

        

DIVISION:               Academic Affairs

 

DEPARTMENT:       Health Sciences & Emergency Services

 

JOB TITILE CODE:  0300  

 

FLSA STATUS:       Non Exempt                       

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FUNCTION:    This position is responsible for assisting the Dean with administrative

                        duties related to the division functions especially concerning budget,

                        faculty load and schedule of classes.

 

REPORTS TO:  Dean of  Health Sciences and Emergency Services

 

SUPERVISES:  N/A

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MAJOR RESPONSIBILITIES

 

Essential Job Functions:

 

1)    Coordinate, input and proof class schedules, verifying contact     hours and times, assigning section numbers and rooms.  Enter (data entry) revised data, instructor assignment and faculty load information into the database.

 

2)    Analyze and edit faculty load reports each semester for accuracy of full-time and associate faculty payroll data.  Verify instructor course loads, assignment codes and compensation amounts.  Verify course releases for adherence to policy.  Prepare special contracts as required.

 

3)    Assist the Dean in the preparation of annual divisional budget, projecting personnel costs and other divisional costs.  Enter personnel-related data in "Personnel Cost Backup System". 

 

4)    Analyze and monitor monthly department and division accounting     reports, verifying figures and transferring funds when necessary. 

 

5)    Prepare requisitions for classroom supplies, equipment, and miscellaneous expenditures; follow-up on processing of purchase orders, leave and travel forms, check requests and other forms to ensure receipt of items/completion of requests. 

6)    Serve as liaison between students, faculty, staff, general public and the Division responding to questions, providing information, and resolving problems in the absence of the dean.

 

7)    Act as liaison between Dean, program coordinators and department managers in administrative-related areas; prepare memos as required.

 

8)    Maintain supporting documentation for course approval requests submitted to State Coordinating Board.

 

9)    Coordinate, input and proof division annual college catalog information, verifying course descriptions, degree plans, faculty and other areas pertaining to the Division.

 

 

Marginal Job Functions:

 

Assist faculty and staff to accomplish various goals.

 

Research and interpret relevant college polices.

 

Participate in college activities.

 

 

MINIMUM QUALIFICATIONS

 

 

Knowledge, Skills and Abilities:

 

         Skill to type with knowledge of microcomputers and basic/advanced word processing software and data manipulation applications.

 

         Ability to establish and maintain effective working relationships.

 

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

 

         Ability to perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, philosophies, and standards with minimal supervision.

 

         Knowledge of departmental policies, procedures and practices with the ability to interpret and apply these policies and procedures correctly in various situations.

        

         Knowledge of the college's budget preparation procedures and practices.

        

         Ability to write in complete sentences using appropriate words, correct grammar, punctuation, and spelling.

 

         Skill to communicate orally and written.

        

         Ability to listen actively and demonstrate understanding.

 

         Ability to communicate effectively with the public and with employees at all levels of the college.

 

 

 

Education and Experience:

 

 

Education:

 

         Associate's degree from a regionally accredited institution, in a related field.

 

 

Experience:

 

         3 years directly related experience

 

                                                        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.