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Administrative Assistant to the Instructional Dean - Mathematics and Science Division

Apply now Job no: 496418
Work type: Full-time
Location: Brookhaven
Work Schedule: Monday-Friday 8:00-5:00 (Some nights and weekends)

Job Title Code

Salary Level

Salary Range (Full-Time)
$2,666.67 mo. - $3,066.67 mo. (dependent on experience and other considerations)

Hourly Rate (Part-Time)
$15.38 per hour

Position Type

Position Summary
Works closely with the Instructional Division Chair/Dean in planning, developing and managing the instructional division support services in a high paced office setting with a considerable level of student interaction. Oversee all activities by other support staff members to accomplish the goals of the division. Coordinate office activities utilizing considerable discretion and independent judgment. Utilizes acquired knowledge of the organization, functions, policies and procedures.

Required Knowledge, Skills & Abilities
Ability to interpret and apply administrative and department policies and procedures. Ability to understand and follow complex oral and written instructions. Ability to utilize computer technology to be able to access data, maintain records, generate reports and communicate with others. Excellent oral/written communication skills to interact with a wide range of individuals including DCCCD staff, vendors, and students in situations requiring tact, diplomacy, and poise. Strong knowledge and experience providing effective customer service.

Physical Requirements
Work with light materials requiring little physical effort.

Minimum Knowledge and Experience
Associate‚Äôs degree or higher plus two years of highly responsible administrative experience or graduation from high school or equivalent plus four years of highly responsible administrative experience. May require the ability to type 65 WPM. Official transcripts will be required. ***Will be subject to a criminal background check.  Some positions may be subject to a fingerprint check.***

Essential Duties and Responsibilities
Coordinates and oversees the preparation of employment contracts, verification of timesheets, development of class schedules, set up of new hires, set up of off campus course programs, room assignments, ordering textbooks, implementation of telecourses. Primary resource person for the department dean, faculty members and staff; provides program information, enrollment process, tuition reimbursement, and campus services to current and prospective students. Coordinates the revision and verification of division operating reports (budgets, schedules, room utilization, etc.) for accuracy and making changes when necessary; prepares special reports, answers requests for information, which may include compiling and summarizing data from files/records. Develops and maintains complex division files including highly confidential information about staff and students such as problem/disciplinary actions, recommendation letters, evaluations, class visits and other material. Inputs and extracts large volumes of Colleague information such as semester course offerings, faculty load, textbook requisitions, input/set-up of faculty; utilizes system to track all purchasing requests for division. Responsible for screening calls, visitors and mail; requisitioning supplies and equipment; maintaining all faculty schedules; composing correspondence and memos, verifying operating reports for accuracy and implementing changes where required. Attends specific departmental meetings for the purpose of taking notes or minutes and providing follow up on items requiring action. Reviews and interprets department/division practices and procedures; reviews division procedures on class overload, class cancellations, faculty load, course setups and schedule build with Division Dean and makes revisions as needed. Performs bookkeeping functions and monitors allocated budgets. May plan and coordinate special events such as orientations and/or job fairs for graduating students or perform occasional registration activities for specific student populations. Performs other duties as assigned.

Advertised: Central Standard Time
Applications close: Central Daylight Time

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