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Administrative Assistant, Front Desk, High Point, (Part-time, 25 hours)
Requisition #: 2017  -  1586
Posting Date: 8/7/2017
Location: High Point
Appointment Period:
Contracts for regular positions are renewable each June 30th after successful completion of probationary period.(Unless otherwise specified)
Summary:

The administrative assistant provides a wide variety of administrative and support functions for the High Point Campus Dean’s Unit.  The administrative assistant will at times work independently by taking initiative to ensure efficient daily operations, 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:

· Provide administrative support for the Dean of the High Point Campus.

· Coordinate schedules including internal and external obligations, including coordination and prioritization of daily appointments and business obligations.

· Arrange meetings:  handle communications, travel arrangements, and the processing of related functions and documents.

· Call processing: The person in this position should be able to refer incoming calls to the respective employee or department while ensuring that appropriate calls are referred to the High Point Campus Dean.

· Provide administrative support to the High Point Campus Dean relative to committee appointments.  Duties include scheduling meetings, preparing agendas, documenting minutes, and preparing exhibits.

· Assist in the hiring processes for Student Support Services Division by coordinating interview meetings/documents.

· Prepare new hire and separation documents, as well as prepare payroll and manage leave requests for the High Point Campus Dean staff.

· File and retrieve documents and reference materials.

· Support regional accreditation processes and correspondence.

· Provide exemplary customer service in person, over the phone and via email.  Treat customers with courtesy and respect, showing concern for their needs, and investigate and resolve concerns promptly.

· Help interpret policy for students, parents, and faculty/staff.

· Maintain confidentiality of information.

· Maintain budget records: recommend expenditure requests, monitor expenditures to ensure compliance with approved budget, recommend and process budget transfers.  Assist in developing draft budget proposals as necessary.

· Perform purchasing functions:  research availability and pricing, assist in developing bid proposals, complete requisitions/contracts and process invoices for approval.

· Prepare reports and/or presentation materials as required.

· Help coordinate planning unit activities and timely completion of planning process/documents.

· Ensure all documents that require a signature are promptly signed and returned to appropriate recipients.

· Provide training and mentoring to other administrative assistants as needed.

· Demonstrate and model the college’s employability skills: adaptability, communication, information processing, problem solving, responsibility and teamwork.

· Perform all other duties as assigned.

QUALIFICATIONS
Educational & Certification Requirements:

Minimum requirements:

· Associates Degree in Business Administration, Office Management or related field, or at least four years’ of related administrative experience. 

 Preferred requirements:

· Bachelor’s Degree in Business Administration, Office Management or related field

Knowledge, Skills, Abilities & Professional Experience:

Minimum requirements:

· Two years of related administrative experience and a proven record of progressively responsible experience in administrative functions, including evidence of experience in the following areas:

  -Thorough knowledge of office practices, procedures and equipment to include basic accounting practices to track budget and expenditures

  -Proficiency in Microsoft Office products and experience using word processing, developing spreadsheets, developing presentations, and using database software applications

 Preferred requirements:

· More than 2 years of recent progressively responsible experience providing administrative support 

· Experience in an academic setting

· Recent experience with an enterprise student information system (e.g., Colleague)

· Possess an intermediate knowledge of database programs (e.g., Access) 

KNOWLEDGE, SKILLS, ABILITIES & PROFESSIONAL EXPERIENCE REQUIREMENTS:

· Ability to create, correct and format documents and communications.  Work experience with word processing, database software, spreadsheets, presentation and communications software.  Willingness to be continually updated in these skills. 

· Ability to work independently with limited supervision. 

· Demonstrate initiative in upgrading skills with professional development opportunities.

· Ability to handle paperwork and confidential information with discretion and sensitivity. 

· Exceptional organizational skills and deadline management with the ability to prioritize projects and tasks.

· Ability to work efficiently and calmly under pressure.

· Strong verbal skills and personable manner in dealing with the public in person and on the phone.

· Ability to compose correspondence with correct punctuation and grammar.

· Strong proof reading skills.

· Ability to communicate effectively both orally and in written form.

· Punctuality and flexibility in time management.

· Neat, professional appearance and attire.

· Proficient computer skills.

· Accuracy and attention to detail is a must.

· Ability to organize and maintain files for ready access.

· Must be willing to work flexible schedules as needed.  Will be in constant contact with public at all times. 

Departmental/Job Specific Requirements:

Provide administrative support for High Point Campus Information and Registration Front Desk by:

•Registering students in Datatel for Continuing Education classes; providing accurate information regarding course offerings, policies, and procedures; making appropriate referrals to various campus services, personnel and programs as needed; processing or reviewing special registration requirements such as CNA qualifications, minor release forms, and Defensive Driving court documents.

•Serving as High Point Campus switchboard to provide telephone coverage, answer inquiries, and handle messaging; receiving and processing incoming inquiries for Adult Education, Curriculum, and Continuing Education programs.

•Coordinating communications with Campus Police.

•Processing of student photos in ID system; verifying student enrollment status and proper payment. 

•Processing student parking pass applications and distributing parking stickers.

 •Receiving and distributing incoming mail, supplies, purchases, and duplicating for High Point Campus; preparing mail to be distributed in a timely manner; updating mail bin name plates with changes in personnel; assisting with bulk mail and special mailing projects as needed.

•Serving as H-1 Building Captain backup for campus safety and security; attending all mandatory Building Captain training as required by Risk Manager; participating in campus emergency exercises; directing personnel, students and visitors in campus emergencies; monitoring H4 radio communications.

•Updating all campus bulletin boards and display units coordinating input with departmental personnel; monitoring boards and display units to keep information current; removing unapproved items; maintaining and updating information in display and magazine racks.

•Maintaining campus fax machine; coordinating incoming and outgoing fax activity; distributing documents in a timely manner; ensuring confidentiality of sensitive or private information in accordance with Personal Information Protection policy (PIP).

•Maintaining Front Desk Procedures Manual for backup personnel.

•Completing special ad hoc projects as assigned by Campus Dean; performing all duties as assigned by supervisor.       

Working Conditions:

 Ability to sit for extended periods of time, stand, climb, lift and carry objects weighing up to 30 lbs., pulling/pushing, stooping, and walking.                     

Additional Duties & Responsibilities:

· Serve on college committees and focus groups

· Develop forms for college wide use

· 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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