Job description
Please see Special Instructions for more details.
Please NOTE: All applications must contain complete job histories, which include job title, dates of employment (month/year), name of employer, supervisors name and phone numbers and a description of duties performed. If this information is not submitted, your application may be considered incomplete. Applications with “See attached” or “See resume” will not be accepted in lieu of a complete application. Omission of data can be the basis for disqualification; you may state “unknown” for any incomplete fields. A scanned copy of unofficial transcript(s) must be attached to the online application.
Position Details
Position Information
Posting Number
AS296P
Position Title
Administrative Assistant IV
Contract Length
N/A
Class Summary
Provides a variety of administrative support duties in relation to the Fine Arts Department including Art, Drama and Music.
Candidates Eligible to Apply
Internal/External
Position Type
Non-Exempt Staff
Employment Status
Full Time
Position Funding Type
Regular
Posting Detail Information
Minimum Education/Training/Experience
Minimum of forty-five (45) college credit hours. Twenty-three (23) of the required forty-five (45) credit hours may be substituted with one and one-half (1-1/2) years directly related work experience. If work experience is used as a substitute for minimal educational requirement, then it cannot also be used to qualify for minimum work experience. Minimum work experience required for the position is three (3) years’ experience in providing administrative support to multiple programs.
Preferred Education/Training/Experience
- Associate’s Degree from an accredited institution; Five (5) years’ experience in providing administrative support to multiple programs/projects
- Familiarity with the arts and working with creatives
- Extensive social media experience
- Able to prepare contracts accurately
- Extensive budget preparation and purchasing experience
Minimum Knowledge & Skills
- Proficiency in use of MS Outlook, Word, Excel, PowerPoint
- Complex or technical office practices and procedures, including ability to type, attention to detail with strong sense of urgency and time management
- Making accurate arithmetic calculations
- Operating standard office equipment; reading; and explaining rules, policies, and procedures
- Compiling and summarizing information and preparing periodic or special reports
- Organizing own work, setting priorities and meeting critical deadlines
- Strong communication, interpersonal skills as applied to interaction with coworkers, supervisors, the general public, sufficient to exchange or convey information and to receive work direction
- Skill in keeping administrator calendar and making timely appointment notifications
Preferred Knowledge & Skills
- Advanced skills in use of MS Outlook, Word, Excel, PowerPoint
- Experience with Colleague, Tableau, Web Advisor
- Data compilation skills
- Familiarity with creating narrative program reports
- Document/brochure layout skills
- Knowledge of music and theatre printed programs
- Understanding of faculty credentials
Licensing/Certification Requirements
N/A
Job Duties
- Performs specialized administrative support work related to planning, organizing, and coordinating program activities, including but not limited to receiving visitors and managing phone calls.
- Enters, edits, and retrieves data and prepares periodic or special reports using Word, Excel, and PowerPoint.
- Serves as liaison between students, staff, the community and the College in relation to the program and its activities.
- Arranges meetings by notifying attendees, reserving rooms and making lodging and/or meal arrangements.
- Assists program coordinators and/or other department staff in accounting for program funds, performance standards, etc.
- Performs such office support activities as opening and distributing mail, processing outgoing mail, and preparing requisitions.
- Perform specialized administrative support to the program chairperson/department, including processing purchase orders, budget preparations, maintenance work orders, maintain office supply inventory and equipment.
- Assisting the office by providing daily administrative support.
- Assist with the development and management of the department schedule.
- Assisting with course management, enrollment reports, course rosters, etc. using Datatel Colleague.
- Preparation of instructor contracts, PAF’s, Faculty Credential Forms/Statement of Qualifications, and timesheets for Department.
- Providing administrative support to instructors including making copies, ordering supplies and instructional materials for classes, ordering books and communication to instructors/students as requested by the Director.
- Assisting the Chairperson, students, staff, and customers as needed by providing relevant program information (classes, registration, grant and scholarship opportunities, etc.).
- Communicating with students regarding schedules, registrations, and progress in class.
- Preparing, processing and/or tracking registration forms and requests for billing for Sponsor Pays.
- Assisting with program outreach activities.
- Managing department files.
- Maintains confidentiality and security of information regarding contracts, time sheets, Personnel Action Forms, personnel files, student information and communication regarding issues in the Continuing Education Program.
- Performs other duties of a similar nature or level.
Physical Requirements
Positions in this class typically require: stooping, crouching, reaching, standing, walking, fingering, talking, hearing, seeing and repetitive motions Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.
Minimum Salary Range
$39,489
Mid Point Salary Range
.
Maximum Salary Range
$49,361
Posting Open Date
01/18/2023
Posting Close Date
Posting Will Be Open Until Filled
Yes
Special Instructions to Applicant
Please NOTE: All applications must contain complete job histories, which include job title, dates of employment (month/year), name of employer, supervisors name and phone numbers and a description of duties performed. If this information is not submitted, your application may be considered incomplete. Applications with “See attached” or “See resume” will not be accepted in lieu of a complete application. Omission of data can be the basis for disqualification; you may state “unknown” for any incomplete fields. A scanned copy of unofficial transcript(s) must be attached to the online application.
EEO Statement
College of the Mainland is an affirmative action/equal opportunity institution and does not discriminate on the basis of race, color, sex, age, national origin, religion, disability or veteran status.
College of the Mainland does not discriminate on the basis of disability in the recruitment and admission of students, the recruitment and employment of faculty and staff, and the operation of its programs and activities, as specified by federal laws and regulations within Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 and 1992.
Quick Link to Share for Direct Access to Posting
https://jobs.com.edu/postings/3125
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * Do you have a minimum of forty-five (45) college credit hours? Twenty-three (23) of the required forty-five (45) credit hours may be substituted with one and one-half (1-1/2) years directly related work experience. If work experience is used as a substitute for minimal educational requirement, then, it cannot also be used to qualify for minimum work experience. Minimum work experience required for the position is stated within each job description.
- Yes
- No
- * Do you have four (4) years’ experience in providing administrative support to multiple programs?
- Yes
- No
Documents Needed to Apply
Required Documents
- Resume
- Cover Letter
- Transcripts (1 of 3)
- Additional Transcripts (2 of 3)
- Additional Transcripts (3 of 3)
- Letter of Recommendation
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