Administrative Assistant and FLAC Coordinator

This position serves as a vital member of the Faculty Load and Compensation (FLAC) team at Salt Lake Community College (SLCC), working under the direction of the Scheduling Office and in close collaboration with Human Resources and Payroll. The role is responsible for supporting academic departments in the creation and submission of faculty teaching agreements, auditing contract data for accuracy, maintaining and producing FLAC training materials, assisting with training sessions, and contributing to ongoing process improvements. The role also provides administrative support to the three directors and the Associate Provost within the Academic Systems Division. Duties include managing purchasing and inventory, processing hiring and payroll documentation, monitoring budgets and generating reports, coordinating calendars and meetings, preparing agendas and minutes, arranging travel, and maintaining organized records and documentation. FLAC Coordinator/Specialist Duties With minimal supervision, serve as the primary point of contact and support for academic departments throughout the curriculum and scheduling phases of the Faculty Load and Compensation (FLAC) process.

Key responsibilities include:

Guiding departments through procedural steps to ensure accurate and timely completion of FLAC-related tasks. Developing and maintaining training documentation to support the FLAC process. Providing FLAC training to academic departments as needed. Assisting departments in maintaining accurate scheduling and curriculum data in relevant systems and software. Monitoring and directing electronic communications related to FLAC, ensuring inquiries are routed appropriately. Regularly meeting with the

SLCC FLAC

team to guide, maintain, and monitor the semester-based FLAC process. Participating in ongoing review and continuous improvement of FLAC procedures. General Administrative Duties Independently perform a wide range of administrative tasks to support departmental operations.

Responsibilities include:

Proactively managing calendars, follow-up items, and responses to ensure timely communication and coordination. Ensuring all communications are appropriately routed and linked to relevant departments and stakeholders. Handling confidential information with discretion and professionalism. Developing and maintaining departmental files, records, inventory systems, mailing lists, and travel documentation. Writing, editing, and reviewing high-quality memoranda, correspondence, reports, and other documents using word processing and spreadsheet software. Scheduling meetings and appointments and coordinating travel arrangements. Planning & overseeing retreats Screening phone calls, recording messages, and entering data as needed. Managing communications across multiple shared email inboxes. Participating in meetings—with or without a set agenda—and providing timely meeting minutes (within 24 hours) to the director who conducted the meeting. Office Support Duties Provide comprehensive administrative support to ensure efficient office operations.

Responsibilities include:

Assisting with general office affairs and daily operations. Analyzing office systems and implementing improved support procedures. Coordinating interoffice and interdepartmental communications. Preparing all new hire and separation paperwork for the division, including Personnel Action Forms (PAFs). Maintaining accurate and confidential personnel files. Managing office inventory and supplies. Processing fiscal and budgetary documents, including requisitions, inventories, budget reconciliations, and travel paperwork. Filing and distributing budget reports to all division budget center managers. Assisting with the review and reconciliation of budget reports. Other duties as assigned

Knowledge, Skills, and Abilities:

Self-motivated, adapts quickly in an ever-changing environment and always maintain professionalism. Able to solve problems on own initiative. Able to work with deadlines and in a stressful environment. Excellent interpersonal communication skills, in-person, virtual meetings, phone calls and written and verbal communications. Excellent administrative skills, including organization and maintenance of records, data, and files. Knowledge of general office procedures and methods. Basic knowledge of budget/accounting procedures. Perform duties with minimal supervision. Organized and detail oriented. Proficient using computers and other office equipment. Able to use computer applications (MS Office, Office 365, Banner, SLCCBuy, etc.)on either Windows or Mac computers. Customer service and public relation skills. Able to handle work of a confidential nature. Able to search for and understand college policies and procedures. Competence in pulling together meetings, making agendas, and taking minutes. Ability to communicate effectively with a broad range of people with a variety of abilities and backgrounds, to maintain good working relationships across the College. Ability to work with all groups from a variety of academic, socioeconomic, cultural, and ethnic backgrounds, and with community college students, faculty, and staff, including those with disabilities. Two (2) years post-secondary education (60 completed credit hours). Two (2) years paid, full-time work experience in an office setting. Trade off 1:1 in experience/education requirement. Part-time experience may be prorated. Bachelor's degree in closely related field One (1) year or more of full-time administrative assistant experience. Experience in the Banner System