Administrative Assistant, Dual Enrollment

The Administrative Secretary is responsible for performing various secretarial duties to support the work of the Department. These duties include clerical office management completing a variety of system reports utilizing multiple computer functions filing and managing records greeting visitors and maintaining Department budget.

Salary: Appropriate placement on ACCS Salary Schedule E3 Grade 4: $39759 - $57251

(Salary within this range is determined by your documented years of full-time related work experience)

1. Greet students potential students visitors and guestsand respond to their needs appropriately.
2. Answer a multi-line phone system and direct calls appropriately.
3. Screen route and coordinate pick-up of incoming mail including email.
4. Receive input and process paperwork ensuring items are submitted in a timely manner.
5. Discern when confidentiality in work needs to be maintained and maintain that confidentiality.
6. Type and transcribe letters memos and other correspondence or written documentation.
7. Take meeting minutes when needed.
8. Maintain and prepare absentee and leave reports and all other routine forms direct faculty evaluation process and record minutes for departmental meetings.
9. Load information into Banner or other software.
10. Assist with registration and class cancellation calls for the department as directed.
11. Maintain a working knowledge of college information and policies with emphasis on providing accurate information especially regarding schedules dual enrollment admissions and registration placement testing and required documentation.
12. Maintain calendars and schedules for individuals groups and/or meeting space balancing multiple schedules and priorities.
13. Request/arrange IT support for staff and faculty.
14. Coordinate create and maintain filing systems.
15. Alert supervisor of any issues that are in need of upper management attention.
16. Monitor and maintain records of budgets.
17. Operate Excel or other database software to track sort format and analyze data for a variety of purposes including reporting and data analysis (data reports).
18. Perform all duties with professionalism.
19. Proof and edit correspondence and documents.
20. Input and process purchase orders as well as other information into Banner.
21. Perform research via the internet or other channels to gather information answer questions or resolve issues.
22. Utilize computer programs to mail merge documents and create labels.
23. Prepare travel forms make travel arrangements including airline tickets hotels cars etc. and complete travel reimbursement forms.
24. Order maintain inventory office and instructional supplies. Create and maintain books of procedures.
25. Create proof and edit presentations in PowerPoint or other presentation software.
26. Conduct facility reviews.
27. Submit maintenance work orders or request/arrange janitorial support.
28. Maintain classroom and office area including equipment.
29. Prepare meeting agendas.
30. Create duplication of materials for others.
31. Provide students with academic information and materials; assist with registration and recruiting activities for the division.
32. Utilize TargetX/Sales Force CRM
33. Manage FLAC processes for the Department
34. Maintain communication with high school partners
35. Perform related work as assigned.

1. A minimum of one (1) year (32 semester hours) of postsecondary education from an accredited institution with a minimum of 16 semester hours in office administration or related field and a minimum of one (1) year of office administration work experience isrequired ORa minimum of one (1) year (32 semester hours) of postsecondary education from an accredited institution and a minimum of three (3) years office administration work experience isrequired.
2. Ability to utilize Word or other word processing tools to prepare and communicate information is required.
3. Ability to utilize Excel or other database software to enter format sort and analyze information and prepare reports is required.

1. Experience in advising and registering students
2. Knowledge of the Dual Enrollment program and procedures.
3. Experience working with high school students counselors instructors and administrators.
4. Knowledge of community college policies and procedures.
5. Knowledge of Banner or a related program.
6. Knowledge of rules of grammar.
7. Knowledge of generally accepted office practices and procedures.
8. Knowledge of general budgeting and accounting processes and procedures and tracking.
9. Knowledge of ARGOS.
10. Knowledge of FERPA.
11. Skill in operating a mouse to control a computer.
12. Skill in operating a computer including tablets.
13. Skill in utilizing a multi-line phone system.
14. Skill in operating a fax machine copier scanner calculator printer camera and typewriter.
15. Skill in operating AV equipment.
16. Ability to follow instructions and adhere to prescribed routines.
17. Ability to make decisions based on correspondence data or other information.
18. Ability to utilize Banner Administrative Software to input and locate information.
19. Ability to utilize and search the internet for information.
20. Ability to multi-task and prioritize issues.
21. Ability to maintain confidential information.
22. Ability to work and communicate with a variety of people from diverse backgrounds.
23. Ability to utilize email systems to communicate information.
24. Ability to work with minimal supervision/ work independently.
25. Ability to operate in a professional manner at all times.
26. Ability to greet individuals of any background with friendliness tact and courtesy.
27. Ability to draft letters and other correspondence.
28. Ability to proof and correct materials according to rules of grammar and business etiquette.
29. Ability to operate in high pressure situations and respond to issues in a calm manner.
30. Ability to manage upward to ensure the schedule and priorities of manager are maintained.
31. Conscientious- care about how work is done and desire to do a good job.
32. Initiative- responding to downtime by taking responsibility to do other work.
33. A focus on detail.
34. A focus on being friendly and patient in responding to customer needs.
35. Willingness and desire to learn new things and apply that learning.
36. Willingness to maintain flexibility in order to meet customer needs.
37. A positive attitude regardless of circumstances at hand.
38. Confidence in decision making and communication skills.
39. Willingness to enthusiastically learn all/most aspects of the operation.

Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed application packet in order to be considered for this position. Complete application files must be received no later than the application deadline. Applicants who fail to submit all required information will be disqualified. Only applications received during the period of this announcement will be considered. Applicants must travel at their own expense. Finalist will be required to provide official transcripts that are mailed directly to the Office of Human Resources at Calhoun Community College from the institution(s) granting the credits.

BACKGROUND CHECK STATEMENT:
In accordance with Alabama Community College System Policy and guidelines the applicant chosen for employment will be required to sign a consent will be contingent upon the receipt of a clearance notification from the criminal background check.

Calhoun Community College is an equal opportunity employer. It is the policy of the Alabama Community College System including all post secondary community and technical colleges under the control of the Alabama Community College System Board of Trustees that no employee or applicant for employment or promotion on the basis of any impermissible criterion or characteristic including without limitation race color national origin religion marital status disability sex age or any other protected class as defined by federal and state law shall be excluded from participation in be denied the benefits of or be subjected to discrimination under any program activity or employment. Calhoun Community College will make reasonable accommodations for qualified disabled applicants or employees. The college reserves the right to withdraw this job announcement at any time prior to the awarding. More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process. Calhoun Community College participates in the E-Verifysystem to verify employment eligibility for all newly-hired employees.

Calhoun Community College is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) to award associate degrees. Degree-granting institutions also may offer credentials such as certificates and diplomas at approved degree levels. Questions about the accreditation of Calhoun Community College may be directed in writing to the Southern Association of Colleges and Schools Commission on Colleges at 1866 Southern Lane Decatur GA 30033-4097 by calling or by using information available on SACSCOCs website (). Specific questions regarding Calhouns educational programs admissions and other matters related specifically to the College should be forwarded directly to the college.
APPLICATIONS MAY BE FILED ONLINE AT:


P.O. Box 2216
Decatur AL 35609