Provides principle administrative support to the assigned division and Coordinator of Instruction.

A. Maintain knowledge of the duties and functions of the assigned division and staff in order to provide appropriate support. Be knowledgeable of other areas of the college in order to further direct inquiries.
B. Ordering and maintaining supplies and equipment for laboratories and/or stock rooms.
C. Assisting faculty with operational support (copies, mail, office supplies, completion of work orders – IT, facilities, etc.).
D. Taking divisional meeting minutes, program advisory minutes, and other minutes as directed by the Coordinator of Instruction.
E. Collecting and verifying faculty forms (travel authorization forms, reimbursement forms, timesheets, etc.).
F. Coordinating the program advisory meetings for instructional programs.
G. Maintaining accurate documentation in up-to-date divisional shared folders including syllabi, course outlines, door schedules, meeting minutes, etc.
H. Participating in staff development activities to enhance job performance.
I. Planning and coordinating special college events.
J. Supporting grant management in the event of funding.
K. Assisting in the development and enforcing of safety practices in the instructional laboratories.
L. Preparing departmental club fund deposits.
M. Providing requested data to College partners and internal stakeholders.
N. Verifying inventory lists annually.
O. Participating actively in the planning process.
P. Assisting in course schedule and payroll processes.
Q. Reviewing the college catalog annually for any updates or changes.
R. Posting door schedules and room change notifications.
S. Creating an adjunct list each semester and collecting adjunct evaluation materials.
T. Coordinating textbook orders and maintaining up-to-date records of textbook changes.
U. Scheduling divisional meetings and managing meeting invites in Outlook.
V. Performing other job-specific duties as assigned by Coordinator of Instruction, including support for other academic divisions as needed.
W. Maintain a clean and safe work area.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and must meet the requirements listed below that represent the knowledge, skill, and/or ability necessary to be successful. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

LANGUAGE SKILLS:

• Ability to read, analyze, and interpret common business correspondence and reports.
• Ability to articulate professional responses to common inquiries and/or complaints from students, faculty, staff, or the public-at-large.
• Ability to write using proper grammar and punctuation.
• Ability to effectively present information to management, students, faculty, staff, or the public-at-large.

MATHEMATICAL SKILLS:

• Ability to apply and understand standard mathematical operations such as addition, subtraction, multiplication, division, and other mathematical functions as appropriate to the division’s need for such skill.

REASONING ABILITY:

• Ability to define problems, collect data, establish facts, and draw valid conclusions.

OTHER SKILLS and ABILITIES:

• Understanding of and commitment to the unique nature and role of the College and to the philosophy of the community college system.

Associate Degree in field, or related field, of division served; experience/proficiency in the use of integrated software (Microsoft Word and Excel), effective oral and written communication skills, and the ability to coordinate and prioritize office duties

Experience in an educational office setting with strong technical knowledge.

N/A

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 frequently is required to sit, stand, & walk; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms
• The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

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.

• While performing the duties of this job, the employee will on occasion be in outside weather conditions.
• The noise level in the work environment is usually quiet.