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. Specific work hours to be agreed upon by the supervisor and employee prior to the onset of employment. Hours will be reviewed each term and changes to the schedule will be agreed upon between the supervisor and the employee.

Summary:

Provides administrative and secretarial support for Division Dean and performs activities related to the functions of the assigned division. Schedules appointments, gives information to callers, and otherwise relieves officials of clerical work and related administrative and business details by performing the below duties:

Essential Duties and Responsibilities:

1. Performs essential Division tasks as required in the college’s Enterprise Resource Planning (ERP) software, including but not limited to creating course sections, updating course/semester information, and ensuring accuracy of data records.
2. Assists and responds to general public and student inquiries, including walk-ins, mail-ins, and phone-ins.
3. Creates and maintains administrative spreadsheets regarding efficiency and division productivity.
4. Provides administrative support for advising and graduation audits as directed by the Dean.  
5. Functions as a primary contact between the Division, its faculty, and other administrative offices and external organizations.
6. Assists in the implementation of training for all Division adjuncts and orienting new adjuncts to college policies and procedures, ensuring that all relevant paperwork is complete for new hires.
7. Prepares and submits payroll spreadsheets for full-time and adjunct faculty.
8. Maintains accurate records, including transcripts and applications, for all adjuncts assigned to the Division.
9. Takes and transcribes minutes for division meetings.
10. Reports student and faculty concerns to the Dean.
11. Collects and maintains all Division syllabi by semesters.
12. Creates purchase requisitions and monitors Division budget and expenditures.
13. Initiates, submits, and tracks text orders with the campus bookstore. Prepares, submit and track textbook orders with the campus bookstore. Maintains business relationship with publishing Sales Representatives. Order, track shipments and distribute textbooks to full time faculty and adjuncts.
14. Manages confidential and sensitive information, such as payroll, faculty evaluation, and test security, in an ethical and professional manner.
15. Supports and disseminates relevant college policies as needed.
16. Maintains an accurate inventory of all Division supplies and ensures supplies are distributed as needed.
17. Ensures Division files are maintained according to College policy.
18. Keeps the Dean apprised of due dates and other office policies and procedures as appropriate.
19. Tracks class cancellations and ensures the timely notification of College personnel as appropriate.
20. Tracks Division assessment and program review activities and collects relevant data as needed.
21. Other related duties as assigned by supervisor.

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

1. Associates Degree in relevant field or equivalent college work with a minimum of two (2) years of professional clerical/administrative assistant work experience required. Individuals without the above college requirements must have a high school diploma and five (5) years of related full-time professional experience.
2. Must possess advanced computer skills and be proficient with standard office equipment. Should possess knowledge of Internet software browsers.

Preferred

1. Bilingual: English/Spanish
2. Experience with Ellucian Colleague is considered a plus

Computer Skills:                                                      

Mastery of Microsoft Office Suite: Word, Excel, Access, PowerPoint, and so on.

Other Skills and Abilities:                                       

• High degree of concentration required at or above normal levels and ability to meet critical deadlines.
• Requires moderate supervision and ability to be self-directed.
• Excellent interpersonal and communication skills. Interact and communicate diplomatically with the assistant dean, full-time faculty, adjunct faculty, staff, key personnel in other areas/departments, students and members of the general public.
• Ability to coordinate projects of moderate to complex difficulty in a multi-tasking environment with attention to detail and accuracy.
• Highly organized.
• Must be able to maintain confidentiality between and among students, faculty, and staff regarding division and College operations pursuant to RACC Board of Trustees policies and state/federal law.

Communication Skills:                                           

Ability to read and comprehend instructions, short correspondence, and memos.  Ability to write correspondence.  Ability to effectively present information in one-on-one and small group situations to students, faculty, staff and the public.

Certificates, Licenses, Registrations:

None

Mathematical Skills:                                                

Requires basic mathematical skills.

Reasoning Ability:                                                   

Ability to apply common sense understanding to carry out detailed written or oral instructions.  Ability to deal with problems involving multiple variables in standardized situations.

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.

FOR ANNUAL SECURITY AND CRIME STATISTICS REPORTS:

https://www.racc.edu/about-racc/clery