COLLIN
COUNTY COMMUNITY COLLEGE DISTRICT
JOB
DESCRIPTION
TITLE: Administrative Assistant (ARO Specialist)
DIVISION: Student Development
DEPARTMENT: Admissions/Records
SECURITY SENSITIVE: Yes
JOB TITLE CODE: 0300
FLSA STATUS: Non-exempt
________________________________________________________________
FUNCTION: Assist the
Registrar with administrative duties related to departmental functions
especially as they relate to budget, personnel, purchases, and the coordination
and support of diverse staff and departmental needs. Maintain a high degree of confidentiality.
REPORTS TO: Registrar/Director of Admissions
SUPERVISES: N/A
________________________________________________________________
MAJOR
RESPONSIBILITIES
Essential Job Functions:
1)
Assist the Registrar with the development,
revision and maintenance of the ARO budget to include but not limited to
preparation of the annual budget, projecting personnel costs and departmental
operating and other associated costs. Analyze
and monitor the ARO budget, ensuring that all expenditures are authorized,
accurately recorded and charged to the correct cost center and account. Prepare budget adjustment forms when
necessary. Monitor budget reports from
the business office to ensure accuracy of the department's budget, monitor
expenditures to ensure availability of funds.
2)
Serve as liaison between students, faculty,
staff, general public and Division responding to questions, providing
information, resolving problems, and/or referring to appropriate
resources. Expedite materials or
actions, following Registrar’s instructions with little or no supervision. Answer inquiries and transmit instruction
during Registrar's absence.
3)
Provide diverse secretarial support to
Registrar, Associate Registrars, and staff as requested to include, drafting
letters, documents, reports, schedules, memoranda, proofreading all work to
ensure accuracy. Input catalog revisions
for the department. Assist with special
projects and presentations to include graphic projects. Plan and schedule
conferences including the scheduling conference rooms for meetings and notify
personnel scheduled for attendance.
4)
Assemble and review time sheets for completeness
and accuracy. Maintain copies, calculate
budget expenditure for personnel, and deliver original to Business Office by
due date.
5) Answer
telephone directing the call to the appropriate personnel, or answer ARO inquiries,
and transmit instructions. Screen
unscheduled visitors. Ascertain
situation and when necessary direct person(s) to appropriate staff member with
follow up to ensure situation is resolved.
Due to the large volume of student/faculty contact, requires excellent
overall knowledge of College policies, procedures, FERPA policies, and
operations in order to answer and/or redirect telephone inquiries.
6)
Assist
the Registrar and Associate Registrars with processing new hire paperwork.
7)
Maintain and schedule appointments for
Registrar. Screen sort and distribute
incoming mail; make travel arrangements and coordinate all details of business
trips with the Division's Executive Assistant.
8) Review and follow-up on all reimbursement
requests, local and professional travel, check requests, and other forms to
ensure receipt of items/completion of requests as appropriate.
9)
Assist with determining supply, equipment,
software and miscellaneous expenditures
for the department; research purchase options; input purchases through
Purchasing System; follow-up and generate receiving reports for vendor payment.
10) Assist Registrar
with coordination of all departmental moves, computer hook-ups, software
installations, VAX and LAN connections and training sessions for staff with
designated CCCCD departments.
11) Perform essential job functions under time
pressure and deadlines while maintaining professionalism with students, staff,
faculty, and community members.
Marginal Job Functions:
Work in a fast-paced environment with continual interruptions,
loud noise and heavy traffic.
Assist immediate staff with minor computer related questions.
Serve as back-up for ARO by answering general questions, providing
students with transcripts, CWID numbers, and/or PINS.
Knowledge, Skills and Abilities:
Ability to
interact effectively and courteously with students, staff, members of the
community, administrators, and faculty.
Knowledge of modern office practices, procedures,
and management principles with excellent organizational skills and the ability
to identify what information is needed by others.
Ability to develop filing systems.
Knowledge of IBM Compatible PC and basic/advanced
word processing software, data manipulation applications.
Ability to record and input (data entry) information
accurately.
Skill in making simple arithmetic calculations.
Skill in answering multi-line phone system with the
ability to locate telephone numbers and related information.
Skill in operating required office equipment such as
facsimile, photocopier, typewriter, etc.
Ability to demonstrate safe work habits and safe use
of equipment.
Knowledge of business English with the ability to
write in complete sentences using appropriate words, correct grammar,
punctuation, and spelling.
Oral and written skills to convey ideas, facts, and
information effectively and accurately.
Skill in proofreading material to ensure accuracy.
Ability to shift quickly between several tasks
without loss of continuity.
Ability to independently identify and undertake
additional tasks to be accomplished.
Ability to establish and maintain effective working
relationships.
Ability to listen actively and demonstrate
understanding, as well as follow written instructions.
Detail-oriented with the
ability to follow oral and written instructions precisely.
Ability to act independently.
Ability to perform all the
essential functions of this position.
Education and Experience:
Education: Associate's
degree from a regionally accredited institution, in a related field.
Experience: Three years
directly related experience to include administrative duties and high-volume of
customer contact – face to face and over the telephone. Excellent
organizational skills are required. Strong written and oral communication
skills with the ability to relate well to students, staff , faculty and the
general public in a friendly, courteous and professional manner.
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.