To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.
Provides administrative office support the Dean of Justice Studies and the Dean of Fires & EMS- Responds to email and answers the phone, dispenses appropriate information, schedules appointments and interviews for the Deans when needed, refers and screens calls when appropriate
- Oversees and ensures the accuracy of the end of the month processes to include monthly payroll, reports, daily logs, travel reimbursements, and time sheets
- Establishes and maintains record keeping systems that accurately show financial accounting for events and activities and files timely reports to external departments for grants and other funding
- Acts as back up for departmental administrative support to be able to prepare part-time contracts and monthly payroll information; coordinates with HR and accounting office for payroll issues
- Takes initiatives to solve problems, division issues, and campus issues to assist the Deans
- Acts as liaison between Deans, faculty, and other areas of the college
- Manages acquisitions, interprets financial reports, and applies data to maintain budget balances
Processes, monitors, and maintains instructional, non-instructional, and third-party contracts
Acts as back up for departmental administrative support to be able to create and maintain course sections from beginning to completion
Verifies accuracy and ensure compliance of departmental courses with Workforce Development and curriculum Registrar
Manages the accuracy and completeness of all travel authorization requests, travel reimbursement requests, and monitoring all travel expenditures against the divisional budget allocations
Maintains accurate and confidential employee information for the division
Prepares correspondence and/or information of a routine nature as instructed by the Deans
Schedules, reserves rooms, and coordinates attendance of division meetings; prepares agendas and takes meeting minutes
Manages the distribution of procedures regarding collection, review, and documentation of official class roll/attendance reports and grade lists verifications
Develops systems and processes to improve efficiency and streamline workflow within the divisions
Monitors and requests divisions website updates as needed
Verifies all documents requiring the Dean's signature for accuracy and completeness
Participates in regular scheduled meetings with the Assistant to the Provost of Public Safety, and assists in recommending professional development for divisional secretaries
Reports and coordinates office moves, repairs, computer repairs with the PSEC Director of Campus Services
Knowledge, Skills & Abilities:
Excellent written and oral communication skills
Strong time management skills with demonstrated ability to multi-task and set priorities within tight timelines Excellent customer service skills
Ability to maintain confidentially
Ability to work with a high degree of accuracy in a fast-paced office environment Ability to maintain records accurately and be able to meet deadlines consistently Ability to work independently under minimal, general supervision
Maintains a professional presence and demeanor while working in a multi-tasking environment
Requirements:
Associate degree
Five years experience providing support in an office environment
Must have intermediate to advanced skills with MS Office products, specifically with MS Teams, MS Word and MS Excel
Preferences:
Bachelor's degree in a related field Experience supporting college administration in a community college environment
Ellucian Colleague system and Informer experience
