Responsible for providing advanced administrative support to the Department Chair, ensuring the smooth operation of departmental activities. This role is vital in maintaining an organized and efficient working environment and facilitating communication both within and outside the department. Additionally, responsible for a wide range of complex administrative and clerical tasks, including data management, report generation, scheduling, and initiating and tracking purchase orders. The Office Assistant II exercises independent judgment and initiative in coordinating departmental operations, preparing reports for compliance and accreditation, and managing data essential to budget tracking and program evaluation. The incumbent serves as a key point of contact for faculty and staff, ensuring the efficient flow of information and the effective implementation of departmental procedures. High school or GED required.- -Four years wage earning clerical experience, or certification / successful completion of relevant trade school (30 college credits) and one-year wage earning clerical experience related to office administration or office management, with a demonstrated ability to efficiently handle a broad range of administrative tasks. Proven experience in handling confidential information and utilizing office also essential. Associate's Degree preferred. Knowledge Computer hardware and software and technology Advanced proficiency in Microsoft Office Suite and database or online scheduling systems General office procedures and best practices in administrative support Basic data management and record-keeping practices Structure and content of the English language Institutional processes related to budgeting, purchasing, and compliance FERPA and confidentiality regulations Use of database systems and spreadsheet software for data analysis and reporting Skills Maintain confidentiality and handle sensitive information with discretion Manage time effectively, prioritize tasks, and meet deadlines Manage and analyze departmental data, budgets, and reports Coordinate multiple projects and departmental functions simultaneously Prepare and deliver information in an organized, logical way Foster constructive and collegial relationships with faculty, students, and staff Operate and troubleshoot office equipment Abilities Establish efficient administrative systems to enhance departmental productivity and student support Anticipate and resolve administrative issues before they escalate Work independently and exercise sound judgment in decision-making Pay attention to details Communicate clearly, concisely, and courteously in written and verbal format Maintain focused attention on tasks over time and accurately remember information, procedures, and details Adapt to changing priorities and manage multiple tasks simultaneously Interpret and apply complex policies, procedures, and regulatory guidelines. Support accreditation, grant, and program review activities through data collection and report preparation Collaborate across departments to ensure compliance with institutional timelines and reporting requirements.

Administrative and Office Support :

Manage overall office organization and ensure compliance with institutional policies and standards. Maintain scheduling and event calendars. Retrieve, route, and distribute department mail; Answer phones, greet visitors, and direct inquiries. Inventory and track office supplies, ensuring timely reordering of new materials. Maintain a professional work environment, which includes (but is not limited to) establishing work procedures and schedules; sharing information useful for effective and efficient operations; and communicating effectively.

Records and Information Management :

Create, maintain, and enter information into databases. Process and maintain accurate documentation for student enrollments. Proofread and edit correspondence, reports, and records. B udget and

Financial Tracking :

Track program budgets and provide consistent updates. Prepare, track, and process purchase orders and invoices. Work with the Grants office to ascertain information to make purchases using grant funds.

Meeting and Event Coordination:

Schedule meetings, send invitations and reminders, and confirm meetings. Prepare and distribute agendas and meeting minutes. Coordinate special meetings and events; participate in campus meetings and events as needed.

Communication and Correspondence:

Generate routine correspondence and distribute it appropriately. Proofread and edit correspondence, reports, and records. Collaborate with internal and external stakeholders to ensure completion of tasks and activities. Process all information with discretion and prudence.

Faculty and Staff Support:

Arrange travel for department faculty and staff as needed. Process work orders. Coordinate departmental scheduling of courses, classrooms, and faculty assignments. Provide timely reporting of matters related to enrollments (i.e., census rolls, final grades, etc.). Process compensation documents for overloads.

Reporting :

Prepare department reports of varying complexity and frequency. Ensure reports are completed on time and are accurate. Assist with preparation of materials and data for accreditation, compliance, and program review. Other Duties as

Assigned:

Perform other duties as assigned by the Department Chair