Application Instructions
Send a cover letter, resume, and three (3) professional references from previous supervisors, and one (1) professional reference from a colleague, to resumes@racc.edu
Please indicate the job code AA-ADMAST in the subject line of your email.
After sending in your documents, please fill out the online Job Applicant Identifier form. RACC is an equal opportunity employer. In compliance with government regulations we are required to record numbers of job applicants by sex and ethnic category. We ask that you indicate your race or national origin and sex, but you are not required to provide this information. This information will not be kept with your application and will be used only in accordance with state and federal regulations.
Background Check
If you are chosen for this position, a background check will be required. Full details regarding the background check are available here.
Job Details
Title: | Administrative Assistant - Academic Affairs |
Announce date: |
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Apply by date: |
05/27/2021
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Application status: |
Position Filled
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Position type: | Full-time |
Salary: |
$33,000 - $39,000 per year
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Working Hours:
Working hours consist of 37.5 hours per week (7.5 hours per day exclusive of a 1/2 or 1 hour lunch), between the hours of 7:30 am and 5:00 pm Monday through Friday. Hours will be agreed upon between the supervisor and the employee at the start of employment.
Position may require early morning, evening or weekend hours on occasion with the employee having the option of working these hours in addition to, or in lieu of, regular hours.
Summary:
The Academic Affairs Administrative Assistant provides secretarial/administrative assistance to the Associate Vice President of Community Partnerships and the Dean of Instruction (DOI), and works in collaboration with other areas of the college. Additionally, this staff member will be fully-cross-trained with the Administrative Assistant to the Senior Vice President of Academic Affairs/Provost to cover the office in her absence.
Essential Duties and Responsibilities:
Dean of Instruction
- Oversee management of division files.
- Train and coordinate work study/15-hr week employees.
- Issue and retrieve adjunct parking permits, including the maintenance of records.
- Oversee and maintain the supplies and equipment of the Adjunct Faculty Office, including training adjunct faculty as needed in using the OCR (Optical Card Reader).
- Update adjunct faculty mailboxes each semester.
- Update Faculty Handbook annually.
- Manage DOI’s calendar.
- Process Academic Reinstatement Applications for DOI review, enter STRK Notes on student records, ensure Records updates student record and notify student of DOI’s decision. Direct student to next step.
- Assist with maintenance of college online catalog.
- Assist with maintenance of program check sheets.
- Ensure integrity of program and course data between program check sheets, online catalog and Ellucian.
- Ensure that approved changes made to courses and programs at Faculty Senate are communicated to appropriate departments for updating.
- Assist with recording minutes for the Faculty Senate Committee.
- Assist with administrative duties related to tutoring centers.
- Review and prepare Faculty Senate documents for approval by Senate and Board of Trustees.
- Assist in the planning and executing of adjunct orientation and opening day professional development days for spring and fall semester.
- Track and process contractual professional development requests.
- Enter, edit and retrieve data using the administrative software system.
- Provide office coverage in the Academic Affairs Office as necessary.
Community and Academic Partnerships
- Maintain departmental paper and electronic files of Title V and Perkins V grants.
- Assist in monitoring day-to-day spending of grant and department budgets for Associate Vice President of Community and Academic Partnerships.
- Originate purchase requisitions and check requests.
- Update and submit files to Academy 1 in compliance with the Pennsylvania Department of Education’s annual report schedule under the Transfer and Articulation Oversight Committee.
- Manage calendar of Associate Vice President of Community and Academic Partnerships.
- Prepare articulation agreements for signature and maintain records of articulation agreements.
- Manage and coordinate with division administrative secretaries’ submission of syllabi to the shared drive used for curriculum review with transfer partners.
- Assist with maintaining records and performing administrative functions for daily operations of dual enrollment partnerships, such as maintaining contact lists, ensuring all syllabi and faculty credential documentation, and assessment project documentation.
- Prepare Dual Enrollment course offering sheets and registration packets.
- Coordinate campus events with college offices, including the President’s office, facilities, and admissions.
- Assist with the administrative details K12 outreach activities such as the Poet Laureate Competition and Math Championship.
- Ensure welcoming and professional delivery of campus outreach events by being point person for such events as partnership signing ceremonies, K12 field trips, special dignitary visits, and community organizations.
- Perform other related duties as assigned.
Supervisory Responsibilities:
This job has no direct supervisory responsibilities.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience:
Required:
- Associate Degree
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
- At least two years’ administrative experience
Preferred:
- One year of event coordination experience
- Bilingual: English / Spanish
Computer Skills:
To perform this job successfully, an individual must be proficient in Microsoft Office Suite, word processing software, spreadsheet software and standard office equipment; must be able to learn how to use, electronic catalog software, labeling software/hardware, and administrative software system.
Certificates, Licenses, Registrations:
None
Other Skills and Abilities:
- High degree of concentration required.
- Requires moderate supervision and ability to be self-directed.
- Excellent interpersonal and communication skills. Interact and communicate diplomatically with the Dean of Instruction, Senior Vice President/Provost, Associate Deans of divisions, full-time faculty, adjunct faculty, staff, key personnel in other areas/departments, students and members of the general public.
- Highly organized.
- Excellent interpersonal and organizational skills.
- Proofreading skills.
Communication Skills:
Ability to critically read and comprehend instructions, agreements and lengthy documents. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to students, faculty, staff and the public.
Mathematical Skills:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Reasoning Ability:
Ability to apply common sense understanding to carry out detailed written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. Ability to think critically and research solutions to problems.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, to sit and to reach with hands and arms. The employee is occasionally required to walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.