Administrative Assistant III-Jackson, WY Campus

Description

**This position has a $16,170/year housing allowance.

Position Summary
Performs a variety of complex duties as needed to expedite the administrative functions of the Jackson Campus.

Examples of Duties

Essential Duties and Responsibilities

1. Acts as official liaison to the Jackson Campus and Dean and resolves issues and problems within defined decision-making authority for the position.
2. Serves as the public-facing employee for the Jackson Campus.
3. Provides comprehensive organizational and office management support to the dean including processing incoming and outgoing business correspondence; preparing correspondence for appropriate signatures; scheduling meetings and making travel arrangements; directing visitors and phone calls and answering inquiries; preparing agendas and packets for meetings; transcribing minutes of meetings; and classifying hard copy and computerized filing systems to store and track records.
4. Manages the Jackson Campus budget fiscal records, including assisting in budget preparation; processing travel requisitions and vouchers, purchase orders, and invoices; preparing periodic reports by collecting and analyzing data; reviewing online purchase card statements in accordance with required guidelines; reconciling expenditures with budgets; and making recommendations regarding student employment resources.
5. Assists academic divisions with the development of departmental class schedule in cooperation with faculty, program directors, and the dean; administers departmental course fee map and corresponding AR codes; enters academic and event activities using online scheduling software; runs double booked activities report and helps to resolve room conflicts.
6. Facilitates the development and management of a community education program.
7. Responsible for gathering new hire documentation; assisting academic divisions in the preparation of overload and adjunct contracts; monitoring course enrollments; processing course and program evaluations following established procedures.
8. Provides support to new and returning full-time and adjunct faculty, including processing incoming and outgoing correspondence, collecting and posting course syllabuses and faculty schedules, assisting with classes in the absence of faculty, proctoring tests, and helping with training sessions as needed.
9. Provides assistance and compiles and evaluates quality of data in compliance with grants and other reporting requirements.
10. Monitors course enrollments and informs sufficient levels to fill courses.
11. Provides support for campus activities and events, such as community meetings, graduation, academic events, and student activities.
12. Oversees Jackson Campus personal service contracts, annual memberships, and other service agreements.
13. Assists Marketing in developing and maintaining the integrity and accuracy of program flyers, and program information presented on the college website.
14. Assembles and tracks scholarship awards and re-awards in cooperation with financial aid personnel and campus faculty.
15. Creates and improves documents and forms by analyzing departmental needs in order to improve efficiency of data collection.
16. Performs various special projects requiring research and development of recommendations resulting in changes in programs, processes, procedures, or best practice.
17. Assists in ordering supplies and verifying receipt of supplies and associated invoices; maintains office supplies inventory by checking stock and anticipating needed supplies.
18. Acts as the Jackson Campus e-Services administrator by making email user group revisions and updates in accordance with staffing changes, managing eFax services, and administering print/copy allocations.
19. Ensures continued operation of office equipment by troubleshooting malfunctions, calling for repairs, evaluating new equipment, procuring quotes, and making purchase recommendations.
20. Supervises student employees to include scheduling, training, making work assignments, and processing time entry.
21. Performs related duties as assigned.

Typical Qualifications

Position Specifications and Minimum Qualifications
Education

• Graduation from college with an associate degree from a regionally accredited institution of higher learning recognized by the US Department of Education in office management, general business or public administration, or related field;

Experience

• Four (4) years of progressively responsible experience performing above or related duties
• Possess a valid Wyoming Driver’s License and be insurable by the College’s insurance carrier.

Equivalency Statement

• Equivalent combinations of education and experience from which comparable knowledge and abilities can be acquired may be considered on a case-by-case basis.

Desired Qualification

• May be required to be or become a Notary Public.

Knowledge, Skills, and Abilities

1. Considerable knowledge of general office maintenance and practices
2. filing systems (alpha and numeric)
3. Word processing, database, presentation, and spreadsheet applications, specifically Microsoft Office applications (Word, Excel, Power Point) and Datatel Colleague
4. Letter composition, grammar, spelling and punctuation
5. Operation of personal computer
6. Operation of standard office equipment
7. Basic mathematics
8. Basic accounting or bookkeeping
9. Interpersonal communication skills and telephone etiquette
10. Basic public relations
11. Taxonomy of courses for CWC
12. CWC operational practices, policies and procedures
13. Budget development practices and processes
14. Project and contract management practices and protocols as established by an executive office
15. Working knowledge of scheduling software
16. Skilled in the operation of PC Computer, calculator, fax system, phone pod, scanners, copy machine, telephone
17. Ability to communicate effectively, verbally and in writing
18. Relate in a professional, helpful manner in person and over the phone
19. Multi-task and organize, prioritize, and follow multiple projects and tasks through to completion; supervise the work of others
20. Work independently in meeting various time deadlines and work pressures
21. Effectively identify and resolve problems related to every-day administrative operations
22. Perform basic mathematical calculations
23. Maintain strict confidentiality related to sensitive administrative information
24. Operate personal computer (Windows) in utilizing various programs (MS Word, Excel, etc.) to produce or compose formal documents, reports and records
25. Operate standard office equipment
26. Develop effective working relationships with executives, managers, supervisors, fellow employees, vendors, contractors, and the public

Level of Supervision

• Works under the general supervision of the Jackson Dean

Working Environment

• Reasonable accommodation will be extended to otherwise qualified individuals with a legally recognized disability.

Equipment Used

• Work is performed using standard office equipment.

Physical Requirements

• Tasks require a variety of physical activities, which do not generally involve muscular strain, such as walking, standing, stooping, sitting, reaching and light lifting. Regular talking, hearing and seeing required in the normal course of performing the job. Common eye, hand, finger dexterity required to perform some essential functions. Mental application utilizes memory for details, verbal instructions, emotional stability, discriminating thinking and creative problem solving.

Environmental Conditions

• The position generally performs in a typical office setting with appropriate climate controls.

CWC is an Equal Opportunity Educator and Employer. We are committed to a multicultural environment and strongly encourage applications from women, minorities, veterans, and persons with disabilities.

If you have a disability and would like to request an accommodation to apply for a position, please call 307-855-2112 or email [email protected] .