JOB TITLE: Administrative Assistant

REPORTS TO: Dean of Student Services Raymond campus

DEPARTMENT: Student Services

EXEMPT: No

VICE PRESIDENT: Vice President of Student Services

GENERAL STATEMENT OF THE FUNCTION

All Hinds Community College employees must commit to the Caring Campus approach to student engagement and daily apply these general behavioral objectives: listen to student questions and concerns with a positive attitude and make meaningful connections with students.

The Administrative Assistant provides crucial administrative support to the Dean of Students and the overall operations of the Deans office. This role is essential for maintaining an organized and efficient office environment that supports a variety of students services including Housing and Residence Life Student Recreation Student Conduct clubs and organizations and campus-wide events. The position requires a professional who can handle confidential information with discretion manage a fast-paced office and serve as a primary point of contact for students parents faculty and staff.

QUALIFICATIONS REQUIREMENTS

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.

Skills:

• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook).
• Ability to handle sensitive and confidential information with discretion.
• A proactive and problem-solving mindset.

EDUCATION AND/OR EXPERIENCE

Education: A high school diploma or equivalent is required. An associates degree or higher is preferred.

Experience: Proven experience in an administrative support role preferably in a higher education or student services setting.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Maintain knowledge of diversity-related issues legislation and best practices.

• Office Management:
  • Serve as the first point of contact for the Dean of Students office managing phone calls greeting visitors and directing inquiries to the appropriate personnel.
  • Manage office supplies equipment maintenance and a filing system for both digital and physical documents.

• Administrative Support:
  • Monitor the Deans calendar schedule appointments and meetings and coordinate travel arrangements.
  • Prepare and distribute correspondence reports presentations and other documents.
  • Assist with the preparation and monitoring of the office budget including processing purchase orders and invoices.

• Student Support:
  • Provide information and guidance to students regarding office policies and procedures particularly for student conduct housing recreation student awards clubs/organizations Student Government Association Homecoming and Student Convocation.
  • Assist with the intake of student concerns and maintain confidential student records.
  • Coordinate and process the following:
    • Official absences for sports teams or other student groups
    • Courtesy emails to instructors in light of verified student emergencies that require absence from classes
    • Reference and recommendation forms from outside colleges/institutions
    • Action holds/comments in Navigator due to financial obligations or student conduct holds

• Event and Committee Coordination:
  • Organize and facilitate meetings for various committees.
  • Prepare meeting agendas take and distribute minutes and follow up on action items.
  • Assist with the planning and coordination of student events and programs.

SUPERVISORY RESPONSIBILITIES:

None

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.