Cowley County Community College

Arkansas City , KS
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Administrative Assistant to the VP of Academic Affairs

Cowley County Community College
Arkansas City, KS Full-time
Posted on June 29, 2018

The Administrative Assistant for Academic Affairs provides administrative support to the Vice President of Academic Affairs.

Position Duties:

  • Greet and provide necessary information to those contacting the Academic Office.  Serve as liaison for Academic Affairs, handling questions and assisting faculty and students in routine matters.
  • Perform receptionist, correspondence, clerical, and filing duties as required for the office.
  • Maintain excellent computer skills to facilitate developing necessary reports and records.
  • Serve as the Secretary for the Academic Affairs Council, including meeting arrangements, preparation of agenda items, and preparation and distribution of meeting minutes.
  • Maintain records and distribute necessary teaching materials to adjunct instructors.
  • Maintain the adjunct instructor candidate files.
  • Manage the adjunct hiring process.
  • Maintain updated files and records on adjunct instructors.
  • Prepare various enrollment reports and assist in the preparation of grant proposals and new course proposals.
  • Maintain evaluation, personnel absence, posted hours and other required records for all instructional staff.
  • Maintain records of independent study contracts, overload contracts, extended service requests, new course approval requests, field trip requests, and textbook request.  Prepare related reports, as required.
  • Maintain course procedures, new course submissions, out-district approvals, course inventory and program inventory, as required by the Kansas Board of Regents.
  • Maintain proper files in compliance with the state accrediting boards that govern the various programs for Academic Affairs.
  • Process student grade appeals.
  • Process student requests for life experience evaluation.
  • Attend staff development programs to keep cooperative agreements for outreach centers.
  • Assist with the preparation of class schedules.
  • Assist with scheduling and coordination of activities for Faculty In-Services.
  • Establish and maintain computer files relevant to academic needs.
  • Responsible for appointments, agendas, travel and meeting arrangements for the Vice President of Academic Affairs.
  • Maintain records and distribute necessary teaching materials to adjunct instructors.
  • Oversee textbook, instructor resource and key tracking.
  • Maintain courteous, professional and effective working relationships with employees, vendors and/or any other representatives of external organization.
  • Comply with all College policies and procedures
  • Assist the Vice President of Academic Affairs by performing other related duties as assigned.


Required Knowledge and Skills:

  • Ability to operate a computer using word processing and spreadsheet software, College database systems, Internet applications and instructional programs.
  • Ability to work independently, as well as on a team.
  • Ability to work and maintain the highest level of confidentiality.
  • Excellent communications skills, both written and oral.
  • Ability to work in an environment that is subject to frequently changing priorities.
  • Ability to organize and prioritize work. Work well under deadline pressures.
  • Excellent human relations skills. Ability to work with individuals from a variety of backgrounds and diverse populations, including members of the public. Must be able to effectively work with office staff, outreach coordinators, faculty, adjunct instructors, other administrators and students.
  • Understanding of and commitment to Academic Quality Improvement Program.


Required Education Background:

  • High School Diploma, Required.
  • Associate Degree, Preferred.


Required Experience:

  • Minimum of 5 years secretarial-type experience, preferably in a high volume, high profile office environment.
  • Minimum of 2 years of office management experience or equivalent supervisory experience.
  • Experience in a higher education environment, preferred.