The essential job functions of the administrative assistant to the academic divisions include administrative duties to the Dean, lead instructors, students and faculty members of the Divisions such as, but not limited to the below.
Administrative & Office Support
Provide administrative & clerical support for the division, including acting as the division’s front line resource & contact for students, faculty, vendors, and community members.
Manage Dean’s calendar and appointments.
Assist the Dean with specialized projects, including pulling any reports needed from Colleague or Informer.
Receive incoming telephone calls and respond or forward with appropriate notations to the appropriate office or individual.
Sort & distribute mail daily. Prepare packages for return mail when materials need to be sent back. Assist with keeping track of large orders, working with outside companies on quotes, shipments, and invoicing.
Maintain bulletin boards and kiosks, as directed.
Maintain office/copier supplies for Division.
Sort and distribute mail daily.
Prepare routine correspondence, reports, and documents using standard office software.
Type address lists/labels for committees, events, and participant lists.
Send work orders via email/phone call for the division’s designated buildings.
Purchasing, Financial, & Records Support
Prepare all purchase requisitions, request for payments, office and instructional supply requisitions, credit card requests, credit card payments, travel authorizations and reimbursements, part-time mileage, and student time sheets.
Support the Dean and faculty with keeping track of budget or grant items that need to be purchased for the fiscal year.
Get quotes and type bids on new equipment being purchased..
Keep track of mileage reimbursement for part-time faculty. Submit appropriate paperwork to the business office.
Prepare or maintain correspondence and records of a highly confidential nature including tests, final examinations, and performance evaluations for faculty and students.
Maintain organized electronic and physical files related to divisional operations.
Keep records of subscriptions and professional memberships for the division.
Maintain appropriate physical and/or digital filing systems for all current and former faculty (FT and PT) as well as student employees. Utilize applicable retention schedules.
Help maintain the payroll schedule for the division. Pull FWLR for the Dean at the appropriate time for faculty overload submissions.
Employee Support
Supervise and train student workers. Be the point person for students to turn in their time sheets for timely submission to payroll. Work with Human Resources, the Business Office, and Financial Aid when information about student workers is needed.
Assist with new faculty onboarding by preparing necessary paperwork, compiling materials and information, and providing an introduction to Division processes and resources.
Serve as a point of contact for faculty and staff needing assistance with computers, presentation technology, and audiovisual equipment, providing basic troubleshooting and coordinating with IT support when necessary (e.g. submitting Help Desk tickets, etc.)
Aid the Dean and faculty with travel arrangements, when needed, ensuring DACC travel policies are followed. Complete the proper paperwork for Division Dean and faculty to attend conferences, seminars, etc.
Be a contact person for lost and found items.
When an employee or faculty retires, clean and organize the empty office space for the next person to use it.
Assist faculty with copying, graphic requests, and printing from the administrative assistant’s color printer or copier when needed.
Academic Support
Assist the Dean and faculty with developing and managing the academic schedule for each semester and inter-sessions. This assistance specifically includes checking the Section Charges Report each month to ensure that course fees and book fees are correct. Work with the business office and registrar’s office to ensure courses are correct for student enrollment and billing.
Head up the syllabi review process working with the Dean, faculty, and the Provost every academic year for Division courses. Includes uploading changes to the repository, updating course outline templates with any changes, and keeping division files up-to-date.
Lead in the collection of course outlines, upload to the repository, and keep them up-to-date.
Maintain type, file and update course outlines. Update online syllabi every fall for Division courses.
Manage the EMS Scheduling System for the division. Schedule all rooms in the division for faculty and staff. Schedule test dates, study sessions and other activities. Communicate with IT regarding items with EMS software.
Be a key communicator between Faculty and the DACC Bookstore on book adoptions. Manage the Follett Access book adoption collection and entering book fees in Colleague for Access.
Order desk copies and supplementary materials for instructors from a variety of publishers and publishing houses.
Meetings & Event Support
Support divisional events, meetings and activities including room scheduling in the EMS system and materials preparation.
Coordinate and manage logistics for departmental advisory meetings, including scheduling, room reservations, equipment setup, catering arrangements, preparation and distribution of invitations and materials, and tracking RSVPs. Record attendance, take detailed minutes, and document key decisions and action items during meetings. Distribute meeting minutes and follow-up materials, maintain organized records, and track completion of action items while ensuring all activities align with college policies and procedures.
Act as the assistant for any advisory boards required for Career & Tech Ed programs in the division (including engineering). Work with faculty on member lists, date/time of meeting, agendas, invitations, and fielding any communications. Set-up meeting space or the Zoom meeting, catering if needed. Complete minutes and send agenda and minutes to Perkins Coordinator and Online Services.
Be the assistant between the faculty and the branding team when events need to be promoted by the college.
Assume all other duties as assigned.
