Administrative Assistant III - Career and Technical Education
- Victoria College
- Location: Victoria, Texas
- Category:
Admin-Administrative Assistants
- Posting Date: 01/19/2022
- Application Deadline: Open until filled
Job Description
Administrative Assistant III - Career and Technical Education
Opening Date/Time: Thu. 01/13/22 12:00 AM Central Time
Closing Date/Time: Continuous
Salary: $15.20 - $16.86 Hourly
Job Type: Full Time
Location: Main Campus, 2200 E. Red River, Victoria, Texas
Division: Instruction
Duties & Responsibilities:
Duties include, but are not limited to the following:
- Assist Division Dean with correspondence, monitor/maintain calendar (schedule meetings as needed, etc.); process all division materials (pay sheets, check requests, purchase orders, etc.).
- Assist and/or direct students with questions to instructors or appropriate departments and/or labs for Business Management, Computer Information Systems and Industrial and Public Service programs.
- Distribute mail to full-time and adjunct instructors.
- Assist Division Adjunct Instructors as needed.
- Monitor e-mail and fax machine for requests, documents for processing, etc.
- Monitor Technology Center EMS software to confirm needs for frequent campus-wide room requests.
- Assist as needed during registration (working knowledge of Banner program).
- Monitor/develop lists of cancelled classes to post as semester begins.
- Develop and maintain working schedule spreadsheets per course, per room, and per instructor for posting and reference (and instructor office hour postings). Strive to post room schedules at semester beginning to better assist students.
- Assist with contacting students on waiting lists; contact students about cancelled classes; contact students not attending classes before 12th class day reporting.
- Monitor class sizes, instructor assignments on rosters (working knowledge of Banner)
- Assist Division Dean with full-time and adjunct instructor course load and overload assignments for reporting for Business & Computer Programs and Industrial & Public Service Programs. Review and process all full-time and adjunct instructor Faculty Load and Compensation records.
- Throughout semester, routinely assist Division Adjunct Instructors as needed, track completion of ORD rosters, grade reporting; copying materials, etc. for classes.
- Monitor posting of all Division course syllabi in appropriate network folder each semester.
- Assist Division faculty each semester with textbook requests and process bookstore ordering for each course each semester.
- Inventory, order, and maintain supply of needed textbooks and materials for Division Adjunct Instructors for course needs.
- Update full-time and adjunct instructor contact information list each semester.
- Assist Division Curriculum Coordinators with program Advisory Committee meetings (prepare materials, scheduling and monitor set-up/location, order/pick-up meals, refreshments, supplies as needed.
- Monitor all purchasing for Business & Computer Programs and Industrial & Public Service Programs, track purchase orders, ordering, invoices, etc.
- Print, post and monitor Business & Computer Programs and Industrial & Public Service Programs budgets.
- Monitor/track full-time faculty absence on Out of Office calendar. Remind faculty at end of month to process Absence Report and process.
- Assist Dean with any/all assigned Coordinating Board duties (check course listing and descriptions per schedule and catalog listings, update WIA program costs for programs as affected by program/catalog changes).
- Inventory, monitor, order, and stock needed departmental office and classroom supplies.
- Process Faculty Substitute Reports and process Substitute Time Sheet if needed.
- Assist Division Dean and faculty with schedule development for Business & Computer Programs and Industrial & Public Service Programs. This includes developing working spreadsheets, entering into Banner, proofing and editing for all programs for both areas of division.
- Assist Division Dean with scheduling and processing employee Annual Evaluations for Business & Computer Programs and Industrial & Public Service Programs.
- Assist Division Dean any way necessary to process division annual goals and objectives, mid-year and end-year reporting for Business & Computer Programs and Industrial & Public Service Programs.
- Assist Division Dean any way necessary in processing annual budget recommendations Business & Computer Programs and Industrial & Public Service Programs.
- Assist Curriculum Coordinators with scheduling and facilitations of programmatic advisory committees.
- Other duties as assigned.
This position will access student records at times and will follow all FERPA guidelines.
Qualifications:
- Associate degree required in a related field or equivalent work experience in lieu of degree
- Three years administrative assistant experience required
- High level of proficiency with MS Word, MS Office Outlook, and Excel
- Operate equipment such as computers, fax machines, scanner, and copy machines
- Excellent human relations and communications skills
- Ability to relate to college administration, faculty, students and the public in a positive, courteous, and tactful manner
- Ability to successfully manage multiple projects
- Display discretion in matters concerning confidentiality
Physical Demands:
While performing the duties of this job, the employee is regularly required to use hands and fingers to handle controls, key pads, etc. Will be required to sit and reach with hands and arms as well as, sit, stand and walk. The employee must frequently lift and/or move up to 15 pounds while loading office supplies and paper. Specific vision abilities required include close vision, some color vision, and the ability to adjust focus from documents to computer screen. Hearing of light to moderate sound is required by this job. The noise level in the work environment is usually moderate