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Administrative Assistant, Human Services, Public Safety and Physical Education
Requisition #: 2016  -  1480
Posting Date: 12/5/2016
Location: Any Campus
Appointment Period:
Contracts for regular positions are renewable each June 30th after successful completion of probationary period.(Unless otherwise specified)
Summary:

The administrative assistant for the Division of Human Services, Public Safety and Physical Education provides a wide variety of complex administrative and support functions for the Division Chair and Division Faculty. The administrative assistant works independently, takes initiative to ensure daily operations, and collaborates with a wide range of internal and external college constituencies to support the unit effectively.

Responsibilities include but are not limited to the following: prepare payroll, create contracts, assist with purchasing processes, perform word processing/data entry, duplicate materials, maintain files and critical records, answer/assess telephone inquiries, prepare correspondence, schedule meetings and tasks, arrange travel, assist with budget management, and record meeting minutes. 

Essential Duties/Functions:

* Provides clerical support for the Division Chair and area faculty (both curriculum and continuing education.

* Provides customer service to staff, faculty, and students in person and by phone and email.  Provides general guidance, information, and assistance.  Assists in resolving problems and/or determining appropriate referrals.

* Provides administrative support, both electronic and hardcopy, for the unit including but not limited t assisting with purchasing processes, maintaining office filing, creating forms, facilitating maintenance requests, preparing and distributing mail, scheduling meetings, recording minutes, and reviewing and processing employee payroll and travel and leave requests.

* Assists in budget preparation and control activities.  Maintains department budget records, verifies expenditures, prints reports, and recommends and processes budget transfers as needed.

* Assists Division personnel with hiring processes.  Supports the new hire orientation process by facilitating required paperwork, computer and key request forms, reviewing college policies and procedures, and providing basic guidance for proper operation of email, voicemail and other office machines. Assists in compiling candidate files and scheduling interviews.

* Organizes the office area for maximum efficiency and ensures adequacy of office supplies.

* Maintains familiarity with college policies and procedures so as to serve as a resource for information.

* Prioritizes daily work tasks and assignments and completes tasks in a timely manner.

* Ensures accuracy of work.

* Maintains strict confidentiality.

* Demonstrates and models the College’s employability skills: adaptability, communication, information processing, problem solving, responsibility, and teamwork.

QUALIFICATIONS
Educational & Certification Requirements:

Minimum requirements: 

* High School Diploma or GED Certificate

Preferred requirements:

* Associate degree or higher in a Business or Office Technology related discipline

Knowledge, Skills, Abilities & Professional Experience:

Minimum requirements:

* Three years of experience providing administrative and support functions for an office and/or program similar to the scope of this position.

* Thorough knowledge of office practices, procedures, and equipment.

* Experience with basic accounting and purchasing processes to order and track budget expenditures.

* Advanced knowledge and experience with Microsoft Office Suite.

Preferred requirements:

* Greater than three years of experience providing administrative and support functions for an office and/or program similar to the scope of this position. 

* Previous work experience in a post-secondary institution.

* Experience with integrated student information systems (e.g., Datatel Colleague, Banner, etc.).

The Administrative Assistant shall possess an understanding of and commitment to the nature and role of the Community College, particularly its “open door” policy.  He/she shall have demonstrated personal and professional competence for the responsibilities assigned.  The Administrative Assistant must be able to:

1. Multi-task

2. Respect diversity and promote an inclusive, culturally responsive environment

3. Adapt to changing procedures, protocols, or assignments

4. Create and maintain a learner centered environment 

5. Communicate effectively

6. Effectively implement and apply technology solutions 

Departmental/Job Specific Requirements:

Mandatory GTCC Trainings (upon initial hire) and annual updates as required; other required trainings may be added as needed):

1. Reporting Requirements

2. Discrimination & Anti-Harassment (within 30 days of hire; annual refresher thereafter)

3. Shooter on Campus (within 30 days of hire; annual refresher thereafter)

4. Personal Information Protection (within 30 days of hire; annual refresher thereafter)

5. Ethics and Social Responsibility (within 30 days of hire; annual refresher thereafter)

6. Safety training (Bloodborne Pathogens and E-Vac Chair)

Working Conditions:

1. Must be able to get to other offices, buildings, campus locations and off-site locations as necessary to complete requirements of the job.

2. Typical day shift 40 hour work week, but must be able to work flexible hours, if needed.

3. Physical requirements include periods of sitting at a computer and standing. 

4. Must be able to lift, pull/push and carry up to 20 pounds.

Other:

Criminal history checks, with acceptable results, are required. 

Additional Duties & Responsibilities:

* Serve on college committees as requested.

* Participate in job-related workshops and training to enhance job performance.

* Attend departmental meetings and the college’s All Personnel meetings.

* Perform all duties as assigned by supervisor.


**All GTCC job descriptions reflect duties and responsibilities of the particular job and are subject to change with limited notice.

Application Deadline:

  Open until an adequate pool of applicants is received
How to Apply:
A GTCC application must be submitted in order to be considered. Resumes will not be accepted in lieu of completing an application form. When applying for a position that requires a degree, copies of unofficial transcripts must be attached to a completed application.

*If your education credentials are from a country outside of the United States & if you are extended an offer of employment you will be required to submit a translation/evaluation of your transcript.

Application for Evaluation is available:
  1. By clicking the Login link at the bottom of the screen.
  Or, if you are logged in
  2. By clicking the Review & Submit Application button at the bottom of the screen.

ALL EMPLOYEES PAID BY DIRECT DEPOSIT ONLY!
As an Equal Opportunity Employer, GTCC is strongly committed to diversity & welcomes applications from all qualified candidates, particularly minorities and faculty under-represented in higher education. EOE

Applicants must be immediately eligible to work legally in the United Sates at the time of application. Guilford Technical Community College does not sponsor any VISAs.
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