The successful candidate must demonstrate experience, skills, and commitment to fostering an environment of belonging, diversity, equity and inclusion in students, faculty and staff.
POSITION SUMMARY:
The Office Professional provides administrative support to the TLC Manager and WRIT Center Coordinator as well as the overall department. Additionally, this individual serves as the first point-of-contact in the TLC and WRIT Center; creates a welcoming, inclusive environment; and coordinates academic referrals through the Student Support System.
The primary responsibilities are providing service excellence, scheduling meetings and appointments, entering academic referrals into the database, conducting outreach/follow-through, troubleshooting inquiries, training and supervising student assistants, preparing onboarding and off-boarding materials for staff, assisting with assessment projects and reporting, drafting requisitions, assisting with budget requests, and providing support services to the Manager and Coordinators of each area.
This position is recognized as a resource in the department and must share a broad knowledge of college and departmental policies, procedures, and operations. Not only does the position require a service orientation with strong interpersonal communication skills, but also exceptional time management, organization, and attention to detail. Indeed, the ability to anticipate/prioritize administrative support needs, follow departmental procedures, implement systems to track assignments, and follow through on administrative requests by deadlines is important. The individual in this position must be friendly, dependable, self-motivated, and detail-oriented.
The core hours for the TLC are typically Monday – Thursday 8:00am – 6:00pm and Friday 8:00am – 4:00pm.
ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING:
Administrative Office Support
- Facilitating administrative support for the Manager and WRIT Coordinator: anticipating needs, sharing updates, communicating concerns, and providing timely follow through.
- Employing service excellence at the TLC front desk: demonstrating care and knowledge when informing stakeholders about the College and departmental policies and procedures.
- Serving as the first point-of-contact for the TLC and WRIT Center: answering phone and email inquiries; maintaining master staff schedules(s); responding to outreach requests; maintaining website pages; drafting social media posts for review; onboarding new staff.
- Hiring, training, supervising, and evaluating any student employees to ensure a productive work environment.
- Maintaining adequate office supplies for the department: keeping accurate inventory, preparing requisitions; ordering materials through established purchasing procedures; and monitoring supplies budget.
- Attending departmental staff meetings regularly and submitting meeting notes for review within one business day.
- Serving on institutional committees upon supervisor request and/or approval to represent area interests.
Office Technology Support
- Setting up and operating technology to meet departmental needs: ensuring technology is enabled for staff meetings, workshops, or other synchronous activities via Zoom or TEAMS.
- Maintaining currency of TLC document repositories such as Google Drive and departmental channels on MS TEAMS: organizing staff schedules, developing shared documents/files; updating procedures documentation.
- Effectively and efficiently utilizing College and departmental technologies, including all Microsoft Office applications, to carry out job responsibilities: transferring academic referrals from CRM Advise into TracCloud; updating Outlook and TracCloud calendars as necessary; reviewing student information in Colleague; tracking WRIT Center onlines in SharePoint; assigning CyberTutor questions to appropriate consultants.
- Independently learning new technologies as necessary, both quickly and thoroughly, by reviewing online tutorials, enrolling in workshops/seminar trainings, and requesting assistance from other staff.
Learning Support
- Welcoming students into the TLC and WRIT Center and connecting them with the appropriate learning services, resources, and staff to support their academic success, retention, and completion.
- Conducting outreach to students identified through the Student Support System referral process, offering scheduling assistance for learning support opportunities, and ensuring the timely follow-through and documentation of academic referral activities.
- Scaffolding instruction to students for their self-scheduling of learning support appointments with appropriate consultants.
- Referring/connecting students to other campus resources and services when appropriate.
Other Position Support Responsibilities
- Other relevant office support responsibilities as anticipated or requested.
