Job Information
SALT LAKE COMMUNITY COLLEGE Administrative Assistant, Natural Sciences in SALT LAKE CITY, Utah
Under minimal supervision the Administrative Assistant provides secretarial and administrative support to the Associate Dean (AD) of the Division of Natural Sciences. Works and communicates with all levels of administration, faculty, staff and students in all areas that affect the Division and Departments. Works with and safeguard confidential documents while maintaining confidentiality. Supervises work study students and part-time employees. The Assistant supports the AD in budgeting and account management/reconciliation, keeps the AD abreast of operational activities, ensures the efficient operation of the Division Office, prepares and processes all full-time and part-time compensation forms, completes all HR paperwork for new staff and faculty. Makes decisions within the scope of the job, is proactive in putting together calendars, responses to email and phone inquiries, follows-up with items and continues the work of the Division Office in the absence of the AD. Works closely with other departments within the School and College to ensure collaboration and coordination of effort for joint projects and/or initiatives. Compiles, composes, and edits quality memorandum, correspondence, reports, etc. on behalf of the AD.
- - Make decisions within the scope of the job. - Be proactive in putting together calendars, responses, follow-up items, and carry-on work of the office in the absence of the Associate Dean. - Compile, compose and edit quality finished memorandum, correspondence, reports, etc. - Support and assist department chair in all daily aspects of the operations of the department. - Assist AD with annual Informed Budget Process.
- Communicate extensively through electronic mail and electronic filing systems.
- Take, process, and distribute minutes for various meetings, including departmental meetings.
Process fiscal and budgetary documents that may include department requisitions, time entry, requisitions and budget reconciliation.
Work with department coordinators on class schedules coordinating between them and the scheduling office.
Monitor section enrollment recommending addition and cancellation of courses to the department coordinators and the AD.
Perform receptionist duties which includes screening phone calls, message taking, coordinating travel arrangements, maintain filing systems, researching analysis functions, preparing and writing reports, implementing new procedures, coordinating activities with other departments, receiving and distributing mail, and disseminating general and accurate information to students, employees, and others.
- Receive and appropriately route student, faculty, and staff issues.
- Fulfill special projects for the College and School and its Dean.
Train and support admins from other departments.
Support full and part time faculty.
- Support students' success at the college.
Other duties as assigned.