Administrative Assistant to the Vice President of Academic Affairs

The Administrative Assistant is responsible for providing support for the efficient operation of the offices of Academic Affairs, reporting to the Vice President of Academic Affairs. In addition, the Administrative Assistant works closely with the Associate Dean of Instruction, Director of Instructional Services, and Regional Directors, providing assistance as needed. The Administrative Assistant will schedule appointments, provide information and assist with clerical and business functions as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1. Read, prioritize and route incoming mail for the Academic Affairs office; Prepare outgoing mail.
2. Receive, process, maintain, and distribute Academic Affairs materials as appropriate.
3. Answer telephone and give information to callers or route calls to appropriate official. Place outgoing calls as requested.
4. Coordinate communication among students, faculty, staff, and administrators.
5. Schedule appointments/meetings as needed and directed.
6. Compose, type, and coordinate routine correspondence in written and electronic format.
7. Greet visitors, ascertain nature of business, and direct to appropriate staff or faculty member.
8. Coordinate and/or assist in material preparation and distribution for departments and/or special programs and functions such as faculty in-service.
9. Take minutes at assigned committee meetings and post, after review and approval, as appropriate on the institution website and distribute to committee members.
10. Assist in research and preparation of local, state, federal, and accreditor reports as assigned.
11. Assist in determination of cost and preparation of materials for faculty in-service or training as assigned.
12. Draft, format, edit, and finalize business documents in Word. Create Excel spreadsheets and PowerPoint presentations as needed.
13. Prepare purchase orders/reimbursement forms, track receipts, and submit documentation to the Business Office for payment.
14. Assist VPAA with setting up on-boarding and orientation for new full-time and adjunct faculty as appropriate.
15. Maintain electronic and/or hard copies of correspondence/departmental/regional documents.
16. Take reservations and maintain calendars for academic buildings.
17. Order/pickup office supplies from the HCC Bookstore.
18. Serve as a member of committees as assigned.
19. Assist in safeguarding confidential information/material.
20. Prepare forms/documents for: outside agencies (ex. Kansas Board of Regents and the Higher Learning Commission), contracts, payment/reimbursement, instruction/presentation, etc.
21. Attend meetings/conferences for outside agencies as directly related to job duties as assigned/approved by VPAA.
22. Process and update academic course schedules, instructor assignments, and reports in Ellucian/PowerCampus and other software.
23. Prepare, distribute, and track/scan faculty appointment letters for overload and adjunct assignments.
24. Create and maintain spreadsheet for full-time faculty evaluation process per faculty Master Contract.
25. Monitor/maintain Academic Affairs budget as assigned.
26. Assist in preparation of adjunct payroll.
27. Prepare reports as requested.
28. Proctor courses/tests as needed and assigned.
29. Other duties as assigned.

Associate's degree preferred; two to four years related experience and/or training; or equivalent combination of education and experience.

- Extensive knowledge of Word and Excel. PowerPoint knowledge a plus.

- Must have the ability to learn new computer programs as required.

- Must be a self-starter and have the ability to operate without a day-to-day routine and handle a flexible schedule.

- Must have a good working knowledge of generally accepted office procedures.

- Must possess organizational skills to handle detailed, multiple tasks for a variety of activities and work calmly in a fast-paced office.

- Excellent customer service skills required and strong interpersonal skills to handle sensitive and confidential situations.

- Should have a service-oriented positive attitude toward the students, faculty, staff, and community people who interact with the College.

- Should have the ability to establish and maintain effective professional relationships and work as a team member.