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The Administrative Assistant provides comprehensive administrative and operational support to the Dean, program directors, faculty, and students within the division. This position manages office operations, maintains records and schedules, coordinates communication, monitors budgets and faculty workload processes, and serves as a resource for college policies, procedures, and technology. The role supports student onboarding, accreditation and scheduling activities, faculty and adjunct administration, and ensures efficient day-to-day division operations through strong organizational, communication, and problem-solving skills. Candidates should possess an associate degree, proficiency with office software systems, and the ability to handle confidential information with professionalism and discretion.

Job Duties

Organizational and Time Management Skills
Manage calendars, meetings, and deadlines efficiently.
Maintain accurate filing systems and records.
Prioritize tasks and adapt to changing demands in a fast-paced environment.
Review incoming mail and forward items not needing the supervisor’s attention

Communication Skills

Exhibit professional verbal and written communication skills.
Prepare clear correspondence and reports.
Uses multiple communication methods, both written and verbal, to facilitate division operations and ensure duties and tasks are completed on time.
Independently drafts all correspondence, both routine and complex.

Technical Proficiency

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), BANNER, SciQuest, FLAC, and other software as needed.
Interpersonal and Problem-Solving Skills
Maintain confidentiality and handle sensitive information appropriately.
Collaborate effectively with colleagues and foster positive working relationships.
Exercise sound judgement and resolve routine issues with professionalism and initiative.

Assisting the Dean

Works with the Dean to ensure ongoing operation of the Division Office.
Works with the Dean to finalize the semester workload with the faculty roster that accompanies the workload report.
Assists with maintaining the Dean’s calendar.
Ensures ongoing communication with Dean regarding duties/responsibilities and leave time.
Completes travel form for the Dean and faculty.

Support for Program Directors

Works with program directors to ensure timely completion and submission of adjunct paperwork.
Assists program directors with preparation for accreditation site visits.
Serves as a resource to assist program directors with completion of required forms a) food forms b) travel c) field trip d) hire package.

Notifies Program Directors about due dates for:

Semester course schedule
Projecting adjunct faculty needs
IDEA Evaluation timeline
Other needed information

Support for Faculty

Serves as a resource to assist program directors and faculty with completion of required forms a) food forms b) travel c) field trip d) hire package.
Provides training and troubleshooting assistance to faculty/staff on the use of copiers, computers, and other technological hardware and software
May assist the faculty with the preparation of materials for both classrooms use and for other general and office purposes.

Student Support

Assist with the onboarding of students as needed.
Assist with calling and emailing students enrolled in classes that have been canceled.
Responsive to student requests/inquiries.

Budget and Workload

Maintains and monitors budget expenditure and makes reports as required.
Pulls faculty contracts through FFLAC each semester.
Prepares a faculty roster that accompanies the workload report.

Individualized Job Duties

Develops and maintains personnel, financial, statistical, and other important records.
Research policies, procedures, and guidelines for supervisor and faculty.
Maintains and organizes faculty information required to teach (licensure, etc.)
Collect Syllabi for SACSCOC accreditation.
Finalize semester schedule changes by the deadline.
Monitors and maintains inventory of supplies, forms: initiates ordering process as necessary.
Responds to incoming telephone inquiries, provides relevant information, and directs calls to the appropriate personnel as necessary.
Develops and maintains office filing system
Inputs the schedule into Banner. Make changes as needed.
Picks up the division mail daily.

Minimum Qualifications

Associate degree.
Knowledge and expertise using a variety of office-related computer software packages.
Prior office experience required.

Preferred Qualifications

Prior work in an educational setting preferred.
Prior experience utilizing Banner preferred.

Knowledge, Skills, and Abilities

Excellent written and verbal communication skills.
Excellent organizational and time management skills.
Technical proficiency.
Interpersonal and problem-solving skills.