Administrative Assistant for Education Department

Alamance Community College is seeking a dependable and organized part-time Administrative Assistant to provide administrative support to the Education Department. The successful candidate will be a self-motivated team player with strong organizational and communication skills who is able to work effectively in a fast-paced academic environment.

This position provides administrative assistance to the Education Department Head and supports the week-by-week operations of the department. The Administrative Assistant will interact regularly with faculty students staff and other College personnel and will provide professional and courteous assistance while supporting the mission of Alamance Community College.

The successful candidate will demonstrate excellent attention to detail the ability to prioritize multiple tasks strong computer skills and the ability to maintain confidentiality

Competencies

To perform the job successfully an individual should demonstrate the following competencies:

Analytical - Synthesizes complex or diverse information; collects and researches data.

Continuous Learning - Assesses own strengths and weaknesses; seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.

Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively.

Use of Technology - Demonstrates required skills; adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity; keeps technical skills up to date.

Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.

Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.

Cooperation - Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.

Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.

Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyones efforts to succeed.

Written Communication - Able to read and interpret written information.

Business Acumen - Aligns work with strategic goals.

Cost Consciousness - Works within approved budget; conserves organizational resources.

Diversity - Shows respect and sensitivity for diversity and cultural differences; promotes a harassment-free environment.

Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values.

Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organizations goals and values; benefits organization through outside activities.

Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change delays or unexpected events.

Personal Appearance - Dresses appropriately for position.

Attendance/Punctuality - Is consistently at work and on time; arrives at meetings and appointments on time.

Dependability - Follows instructions responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan.

Initiative - Looks for and takes advantage of opportunities; asks for and offers help when needed.

Innovation - Meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas.

Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives.

Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.

Quantity - Completes work in timely manner.

Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.

QualificationsTo 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.

Language Skills

Ability to effectively present information and respond to questions from groups of managers clients customers and the general public.

Mathematical Skills

Ability to calculate and apply concepts of basic Mathematics.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written oral or diagram form.

Computer Skills

To perform this job successfully an individual should have general knowledge of Database software; Internet software; Spreadsheet software and Word Processing software.

Physical DemandsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.

• Walking X
• Running
• Squatting X
• Jumping
• Sitting X
• Standing X
• Lifting (30 lbs. maximum) X
• Speaking X
• Hearing X

Work EnvironmentThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position.

• Classroom Setting X
• Inside X
• Outside
• Office Setting X
• Loading Dock

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functionsof the position.

Essential duties and responsibilities include the following. Other duties may be assigned.


Provide administrative support to the Education Department Head.

Assist with scheduling meetings appointments and other departmental activities.

Prepare organize proofread and distribute correspondence reports forms and other departmental documents.

Assist with the preparation and processing of faculty and adjunct faculty contracts and related documentation.

Assist with departmental purchasing supply orders and related documentation.

Maintain accurate departmental records files and electronic documents.

Prepare meeting agendas and assist with recording and distributing meeting minutes.

Provide assistance and information to students faculty staff and visitors in person by telephone and through email.

Assist with copying scanning filing data entry and other general clerical duties.

Assist with departmental events meetings and special projects.

Maintain confidentiality of student faculty staff and departmental information.

Utilize College systems Google Workspace Microsoft Office and other software as required.

Perform other duties as assigned that support the department and College mission and initiatives.
Knowledge Skills and Abilities

Excellent customer service skills and professional telephone presence.

Ability to work effectively with students faculty staff and the public.

Strong organizational and time management skills.

Excellent attention to detail and follow-through.

Ability to prioritize and manage multiple tasks with frequent interruptions.

Strong written and verbal communication skills.

Ability to maintain confidentiality and exercise good judgment.

Strong computer skills with proficiency in Microsoft Office applications particularly Word Excel and Outlook and Google Workspace including Google Docs Calendar and Gmail.

Ability to prepare correspondence reports spreadsheets and other administrative documents.

General knowledge of office practices and procedures.

Ability to establish and maintain positive and effective working relationships.

Demonstrated ability to work effectively as part of a team.

Demonstrated ability to work with diverse populations.

Professional courteous and calm demeanor when responding to frequent inquiries from students and faculty.

Ability to learn and effectively use College-specific software and systems.

Ability to work independently and take initiative while following established procedures.

Physical Demands
Computer use for extended periods; standing and walking; lifting up to 15 pounds; light lifting of office supplies; bending stretching and walking for filing and departmental activities. Must be able to multitask and work effectively in an office environment.

Working Conditions and Environment

Typical campus office environment. Position may occasionally require work outside of normal scheduled hours to assist with departmental meetings registration or special events.

Required Minimum

High school diploma or GED.

Experience providing administrative or clerical support.

Proficiency with Microsoft Office applications and Google Workspace.

Strong organizational communication and interpersonal skills.

Preferred

Associate Degree in Business Administration Office Administration Education or a related field.

Two or more years of previous administrative or clerical experience.

Previous experience working in an educational or community college environment.

Experience with Colleague/Datatel or similar student information systems.

Experience working with faculty students or academic departments.