JOB DESCRIPTION
TITLE: Administrative Assistant
DIVISION: Academic Affairs
DEPARTMENT: Math and Natural Sciences
SECURITY
SENSITIVE: Yes
JOB TITLE
CODE: 0300
FLSA STATUS: Non-exempt
FUNCTION: Coordinate
functions required for the efficient operation of the
Math and Natural Sciences Department. Perform administrative duties; maintain a high degree of confidentially; monitor budget expenditure; coordinate schedule of classes, prepare faculty load reports, etc. Expedite materials or actions requested by the Associate Dean.
REPORTS TO: Dean of
Math and Natural Sciences
SUPERVISES: N/A
MAJOR
RESPONSIBILITIES
Essential Job
Functions:
1) Assist the Dean with developing the annual budget: project future
scheduling needs, salary allocations and other resources needed by the
division. 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.
Prepare budget adjustment form to transfer funds when necessary.
3) 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).
4) Assist in preparing, entry (data entry), and analyzing and editing faculty
load 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. Prepare special contracts as required.
6) Submit and maintain appropriate information to the State Coordinating
Board regarding course inventory for
the department to ensure the programs are recognized.
7) Coordinate information flow and communication by informing staff and faculty
of changes in college plans and programs toward filling identified needs or
resolving problems.
8) 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
associate dean.
9) Flexible to travel between campuses to collect funds, attend meetings
and/or training sessions.
10)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.
11)Assist with the interviewing,
selecting, and supervising student assistants.
12)Assist with planning, organizing,
training and monitoring and evaluating student assistants work assignments to
accomplish department objectives.
Marginal Job
Functions:
Serve as
back-up for the Division Secretary.
Assist
faculty and staff to accomplish various goals.
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.
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.
Ability to perform all the essential functions of
this job.
Education and
Experience:
Education: Associate's degree (Bachelor's desired) from a regionally
accredited institution in a related field.
Experience: Three (3) 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, data base management, and spreadsheet
applications (Wordperfect and Lotus 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.