Administrative Assistant to the VP of Academic Affairs
Cowley County Community College
Arkansas City, KS
Full-time
Administration / Clerical
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.