Administrative Assistant, Dean, Technical & Manufacturing

The purpose of this position is to assist the department and Dean by performing administrative assistant duties. Essential Duties Convey excellent customer service skills when answering the phone or helping students. Establish and maintain effective working relationships with faculty, staff, students, and the community. Schedule and coordinate appointments, committee meetings, and departmental meetings and functions. Facilitate the building of course sections for Curriculum and Continuing Education; coordinate room and classroom assignments. Schedule classroom observations and faculty evaluations. Coordinate and make travel arrangements for the Dean; initiate appropriate travel authorizations; calculate and prepare travel reimbursement forms for expenses incurred. Prepare memorandums, correspondence, minutes, reports, purchase requisitions and check requests for the Dean. Provide general administrative and clerical support including taking notes at meetings, emailing, scanning, faxing, and preparing staff monthly meeting minutes for distribution and recordkeeping. Utilize software and technology (i.e., Microsoft Office, Colleague, E-Procurement, HR Online Platform, Aviso, Self-Service, Adobe) to input, retrieve, compile, type, print, copy, duplicate, image and store data. Maintain accurate departmental records and files; locate, extract, and summarize information from files. Maintain budget and completes budget transfer forms. Help ensure all paperwork and recordkeeping is completed in a timely manner. Type and process part-time contracts and payroll request forms. Prepare and oversee that audit files are completed for all CE courses within the department. Work with the Dean to ensure all faculty files have student evaluations, classroom evaluations, and summative evaluations. Update departmental marketing materials to include programmatic pages on the website. Maintain departmental supply inventory, order instructional supplies and equipment for all faculty and staff within the department. Submit work orders and schedule repairs with maintenance for general office space. Lead departmental compliance efforts with faculty credentialing (i.e., official transcript requests, archiving information in Weave, faculty credentialing form on file, obtaining all necessary signatures, and making sure all documentation is complete) Additional Duties Other duties as assigned.

Education and Experience:

Requires Associate degree in Office Systems Technology or related field, proficient in Microsoft Office Suite, Minimum two years' experience as administrative assistant/clerical preferred.

Licenses and Certificates:

None.

Specialized Training :

ProficientinMicrosoftOffice(Outlook,Word,Excel,andPowerPoint)Adobe Acrobat,andSocialMediaweb platforms,and PowerPoint. Knowledge, Skills, and Abilities Knowledge of organization or departmental operations, services, and policies. Knowledge of general office procedures, and protocols. Knowledge of financial rules, regulations, laws, and procedures. Skilled in word processing 55 - 65 words per minute. Skilled in Microsoft Office, including Excel, Word, Access, and PowerPoint. Ability to communicate effectively and tactfully orally and in writing. Ability to prioritize and organize based on deadlines. Ability to promote and represent the College in a positive attitude and manner. Ability to problem solve and use critical thinking skills. Physical Demands This job requires continuous talking or hearing and sitting; occasional standing, walking, reaching with hands and arms, and gripping or feeling with hands, typing/repetitive movement. Occasionally required to lift up to 10 pounds. Working Conditions While performing the duties of this job, the employee may be exposed to an indoor environment, outdoor environment, noise, and classroom setting. Health and Safety Standards All employees of Piedmont Community College who must enter an outside agency for the purpose of their work will be expected to adhere to the health and safety standards of that agency. This includes background checks, vaccinations, or any other requirements set forth by the agency.