Administrative Assistant

Southeastern Community College - Burlington, IA

Provide clerical and secretarial support for Enrollment Services (admissions, advising, financial aid, and registration) as assigned by the Enrollment Coordinator. Greet and assist all visitors of Enrollment Services.

This is a full-time position with an hourly wage of $14.47. Benefits include single ($1000 deductible) medical insurance, $50,000 life insurance, and long-term disability, paid sick leave, 5 day’s vacation and participation in IPERS or TIAA retirement plan.

Terms of employment are per bargaining agreement between SCC Board of Trustees and the SCCESA, employment contract and relevant policies of the Board of Trustees.

Essential Duties Summary

General Responsibilities:
Learn and embrace the comprehensive community college philosophy and related Iowa Code regulations.

Learn, apply, and role-model all SCC policies and procedures, including but not limited to the strategic goals and expectations of accountability within the Student Services Division and specifically Enrollment Services.

Maintain strict confidentiality, security, and integrity of all records.

Perform secretarial, clerical, and receptionist duties as assigned by immediate supervisor, including answering and directing phone calls where appropriate, effectively responding to phone/email/text inquiries with timeliness, greeting all visitors to the department, and maintaining a positive, engaging communication with each contact.

Schedule appointments; provide general information and respond to inquiries about services; send email/text reminders/reschedule request.

Support Enrollment Services processes through data-entry, filing, preparation and distribution of materials.

Create and maintain correspondence with prospective and current students as needed. This includes gaining familiarity/proficiency with communication management through the student registration system (Ellucian).

Have understanding of application process and assist with basic information and application entry.

Coordinate transfer college representative visits.

Assist with the coordination of special events and promotions.

Supervise work study.

Learn the function of the SCC Student Portal and assist students with access and navigation for registration, billing, financial aid, and lms.

Have understanding of Financial Aid processes and functions of the Financial Aid Office; and assist student with basic information and self-service functions.

Monitor and order office supplies for Enrollment Services.

Maintain and record leave forms for Enrollment Services.

Understand incoming and outgoing transcript processes and National Student Clearinghouse request.

Assist with various graduation functions: graduation request, diplomas process.

Keep up to date on office communications systems and procedures.

Apply ethical standards to work situations; make work decisions in accordance with SCC’s values and goals; show respect and sensitivity for cultural differences, and promote a harassment-free environment.

Embrace and support constructive change; work efficiently and effectively to improve college operations.

Develop and maintain effective working relationships with students, colleagues within and outside Enrollment Services, and general public; contribute toward building a positive team working environment throughout the college, specifically in Enrollment Service; treat others with respect as a representative of SCC.

Other duties as assigned.

Specific Responsibility Position:
Import and/or create, monitor, and maintain student applications as well as files, records, reports, and information materials for Enrollment Services.

Detailed understanding of all functions of communication management to create codes, letters, and tracks for various enrollment functions along with the assignment/processing of those in regards to student tracking and communication.

Assist students with the federal financial aid application (FAFSA) and online student loan application process; including collecting and recording student documents needed to complete the financial aid process and making corrections to student financial aid records using federal website.

Process and distribute loan disbursement letters to student borrowers.

Assist with functions of the work study program; including distribution of materials/forms and review of time cards.

Understand 3rd party tuition sponsorships; load and maintain as needed.

Required Qualifications

High School diploma/equivalent required.

Minimum two years related experience in office administration required.

Understanding of mathematical functions, grammar, punctuation and proofreading required.

Excellent interpersonal and communication skills, including telephone/social media etiquette appropriate for a professional workplace.

Knowledge of computer software applications specifically Microsoft Office programs with competency in Word, Excel, & Access; ability to learn and develop competency in SCC’s administrative software (Ellucian).

Keyboarding proficiency/accuracy and excellent proofreading ability.

Ability to:
Work in a strong service environment that is subject to constantly changing priorities

Maintain a professional, courteous, and positive demeanor while effectively dealing with varied and stressful situations

Work effectively, cooperatively, and cordially with people of diverse background and needs.

manage, prioritize, and complete multiple tasks with proficiency and timeliness in spite of regular interruptions.

Work independently and be a self-starter, including conducting research relevant to routine responsibilities and assigned tasks.

Operate multi-line telephone systems, standard office equipment and manage filing systems.

Learn and develop competency in new software applications.

Maintain strict confidentiality.

Be familiar with the mission of a community college.

Preferred Qualifications

AA degree or AAS in Office Administration preferred.

Minimum two years related experience in office administration required; experience within an educational setting preferred.

Experience managing records, creating/tracking of reports/projects, scheduling appointments and working with confidential information preferred.

Physical Demands
Lift and carry items up to 25 lbs.

EEO Statement Summary
It is the policy of Southeastern Community College not to discriminate on the basis of race, color, national origin, sex, disability, age, employment, sexual orientation, gender identity, creed, religion, and actual or potential parental, family or marital status in its programs, activities, or employment practices as required by the Iowa Code §§ 216.6 and 216.9, Titles VI and VII of the Civil Rights Act of 1964 (42 U.S.C. §§ 2000d and 2000e), the Equal Pay Act of 1973 (29 U.S.C. § 206, et seq.), Title IX (Educational Amendments, 20 U.S.C. §§ 1681 – 1688), Section 504 (Rehabilitation Act of 1973, 29 U.S.C. § 794), and Title II of the Americans with Disabilities Act (42 U.S.C. § 12101, et seq.).

Individuals having questions or complaints related to compliance with this policy should contact Tina Young, Title IX / Equity Coordinator, Southeastern Community College, 1500 W. Agency Road, West Burlington, IA 52655, email, phone number 319/208-5101, fax 319/208-5005 or the Director of the Office for Civil Rights, U.S. Department of Education, Citigroup Center, 500 W. Madison, Suite 1475, Chicago, IL 60661, phone number 312/730-1560, fax 312/730-1576.

Posting Detail Information
Posting Number AS122P
Open Date 10/16/2019
Close Date
Open Until Filled Yes
Special Instructions to Applicants
Please answer the screening questions and make sure and upload your resume, cover letter and transcripts in order to be considered for the position. Thank you.