Administrative Assistant |Student Affairs Division|

Job highlights
Identified by Google from the original job post
Qualifications
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily
The requirements listed below are representative of the knowledge, skill, and/or ability required
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions
Associate’s Degree Required and a minimum of three (3) years of secretarial work as an administrative assistant in a professional office environment
Individuals without the above college requirements must have a high school diploma and six (6) years of full- time secretarial work as an administrative assistant in a professional office environment
Must possess advanced computer skills and be proficient with standard office equipment
Should possess knowledge of Internet software browsers
Experience handling budget reports, purchasing and invoices
Experience in organizing special events
Experience in managing confidential information
Bilingual: English/Spanish
Computer Skills: To perform this job successfully, an individual should have proficiency with MS Office (Excel, Word, PowerPoint), Outlook, and Internet usage
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job
Responsibilities
Working Hours: Working hours for this position consists of a 7.5 hour period (between the hours of 8:00am and 6:00pm), exclusive of a 1/2 or 1 hour lunch
These hours will be agreed upon by the supervisor and the employee at the onset of employment
Note: This position requires evening or weekend work on occasion with the employee having the option of working this time in addition to or in lieu of regular hours
Summary: Provide administrative support to the Dean of Student Affairs, the Director of Accessibility Services and Student Behavioral Intervention, and to other individuals in the Student Affairs divisions as needed
Manage the day-to-day activities of the office using a considerable degree of independence and discretion, and exercising sound judgment in the performance of the assigned duties
Must be able to maintain confidentiality of student interactions and essential documentation
Perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards in a safe and efficient manner and with minimal supervision
Schedule appointments for staff and make reminder phone calls to students
Receive and assist visitors and telephone callers, referring them to the supervisor or other offices as appropriate
Deal with challenging student interactions in a professional and diplomatic manner, and maintain a calm and courteous office environment at all times
Handle complaints and conflicts diplomatically to diffuse potentially volatile situations as required
Provide administrative support for the student conduct management process that includes contacting the student, scheduling a meeting or hearing, managing student correspondence, maintaining a report of student conduct violations and referrals, and managing the intake of student complaints, appeals, and grievances
Serve as the recorder for the Care Team meetings to document essential discussion regarding student referrals and threat assessment
Ensure that meeting discussions are held in confidence
Utilize the reporting software (Maxient) to track incident referrals and processes
Handle confidential information such as but not limited to “Protection from Abuse Orders” (PFA’s), psychological evaluations, student appeal letters, and other sensitive student information
Manage the day-to-day activities of the office; maintain files, telephone and mailing lists, and necessary office supplies; monitors division budget and expenditures to assure purchases are within the budget
Perform essential division tasks as required utilizing the enterprise resource planning software (ERP – Ellucian Colleague) including but not limited to accessing student information, creating Dean holds, documenting student conduct records, processing invoices, reconciling budget entries
Initiate and process forms such as purchase orders, requisitions, travel forms, printing requests, and travel expense reimbursements
Attend to travel arrangements for the divisions as requested
Maintain business relationship with the campus bookstore to initiate, track and submit commencement regalia orders and other commencement related expenses
Prepare divisional reports, board reports and grant reports as needed, within established deadlines
Track annual unit reports and assessment plans
Provide administrative support for weekly enrollment reports for the Student Affairs areas
Maintain the Dean’s calendar, keeping current with various appointments and meetings, reserving conference rooms and making other necessary arrangements including organizing materials, sending out meeting notices, and coordinating catering details
Prepare minutes, formal reports, and other documents for internal and external groups and organizations
Serve as the recorder and minute taker for the Campus Life Committee
Work with Accessibility Services staff to handle activities related to intake of students such as receiving confidential documentation, scheduling student appointments, and follow-up phone calls
Assist and provide support for various special events, activities, assignments and projects as assigned including but not limited to the Annual Commencement Ceremony and New Student Orientation
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions
Job description
Working Hours: Working hours for this position consists of a 7.5 hour period (between the hours of 8:00am and 6:00pm), exclusive of a 1/2 or 1 hour lunch. These hours will be agreed upon by the supervisor and the employee at the onset of employment. Note: This position requires evening or weekend work on occasion with the employee having the option of working this time in addition to or in lieu of regular hours.

Summary: Provide administrative support to the Dean of Student Affairs, the Director of Accessibility Services and Student Behavioral Intervention, and to other individuals in the Student Affairs divisions as needed. Manage the day-to-day activities of the office using a considerable degree of independence and discretion, and exercising sound judgment in the performance of the assigned duties. Must be able to maintain confidentiality of student interactions and essential documentation. Perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards in a safe and efficient manner and with minimal supervision.

"Abbreviated" List of Essential Duties and Responsibilities:
• Schedule appointments for staff and make reminder phone calls to students. Receive and assist visitors and telephone callers, referring them to the supervisor or other offices as appropriate.
• Deal with challenging student interactions in a professional and diplomatic manner, and maintain a calm and courteous office environment at all times. Handle complaints and conflicts diplomatically to diffuse potentially volatile situations as required.
• Provide administrative support for the student conduct management process that includes contacting the student, scheduling a meeting or hearing, managing student correspondence, maintaining a report of student conduct violations and referrals, and managing the intake of student complaints, appeals, and grievances.
• Serve as the recorder for the Care Team meetings to document essential discussion regarding student referrals and threat assessment. Ensure that meeting discussions are held in confidence.
• Utilize the reporting software (Maxient) to track incident referrals and processes.
• Handle confidential information such as but not limited to “Protection from Abuse Orders” (PFA’s), psychological evaluations, student appeal letters, and other sensitive student information.
• Manage the day-to-day activities of the office; maintain files, telephone and mailing lists, and necessary office supplies; monitors division budget and expenditures to assure purchases are within the budget.
• Perform essential division tasks as required utilizing the enterprise resource planning software (ERP – Ellucian Colleague) including but not limited to accessing student information, creating Dean holds, documenting student conduct records, processing invoices, reconciling budget entries.
• Initiate and process forms such as purchase orders, requisitions, travel forms, printing requests, and travel expense reimbursements. Attend to travel arrangements for the divisions as requested.
• Maintain business relationship with the campus bookstore to initiate, track and submit commencement regalia orders and other commencement related expenses.
• Prepare divisional reports, board reports and grant reports as needed, within established deadlines. Track annual unit reports and assessment plans.
• Provide administrative support for weekly enrollment reports for the Student Affairs areas.
• Maintain the Dean’s calendar, keeping current with various appointments and meetings, reserving conference rooms and making other necessary arrangements including organizing materials, sending out meeting notices, and coordinating catering details.
• Prepare minutes, formal reports, and other documents for internal and external groups and organizations. Serve as the recorder and minute taker for the Campus Life Committee.
• Work with Accessibility Services staff to handle activities related to intake of students such as receiving confidential documentation, scheduling student appointments, and follow-up phone calls.
• Assist and provide support for various special events, activities, assignments and projects as assigned including but not limited to the Annual Commencement Ceremony and New Student Orientation.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

Required:

Associate’s Degree Required and a minimum of three (3) years of secretarial work as an administrative assistant in a professional office environment. Individuals without the above college requirements must have a high school diploma and six (6) years of full- time secretarial work as an administrative assistant in a professional office environment

Must possess advanced computer skills and be proficient with standard office equipment. Should possess knowledge of Internet software browsers.

Preferred:

Experience working in an educational setting is highly preferred

Experience handling budget reports, purchasing and invoices

Experience in organizing special events

Experience in managing confidential information

Bilingual: English/Spanish

Computer Skills: To perform this job successfully, an individual should have proficiency with MS Office (Excel, Word, PowerPoint), Outlook, and Internet usage.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

It is the policy of Reading Area Community College to prohibit discrimination on the basis of: race, color, religion, *** (including pregnancy, gender identity, and ****** orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, or any other characteristic protected by law. Consistent with this policy, RACC also provides those reasonable accommodations required by law to students, employees and applicants with disabilities and for sincerely held religious beliefs, observances, and practices.

FOR ANNUAL SECURITY AND CRIME STATISTICS REPORTS:

https://www.racc.edu/about-racc/clery

Refer to job posting on our RACC website for complete information.

United States
Pennsylvania
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