Application Instructions
Send a cover letter, resume and three (3) professional references from past supervisors, to resumes@racc.edu
Please indicate the job code SA-AA2 in the subject line of your email.
After sending in your documents, please fill out the online Job Applicant Identifier form. RACC is an equal opportunity employer. In compliance with government regulations we are required to record numbers of job applicants by sex and ethnic category. We ask that you indicate your race or national origin and sex, but you are not required to provide this information. This information will not be kept with your application and will be used only in accordance with state and federal regulations.
Background Check
A background check is not required for this position.
Job Details
Title: | Administrative Assistant for Student Affairs |
Announce date: |
|
Apply by date: |
08/17/2023
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Application status: |
Closed
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Position type: | Full-time |
Salary: |
$31,900 per year
|
Working Hours:
Working hours for this position consists of a 7.5 hour period (between the hours of 8:00am and 6:00pm), exclusive of a 1/2 or 1 hour lunch. These hours will be agreed upon by the supervisor and the employee at the onset of employment.
Note: This position requires evening or weekend work on occasion with the employee having the option of working this time in addition to or in lieu of regular hours.
Summary:
Provide administrative support to the Dean of Student Affairs, the Director of Accessibility Services and Student Behavioral Intervention, and to other individuals in the Student Affairs divisions as needed. Manage the day-to-day activities of the office using a considerable degree of independence and discretion, and exercising sound judgment in the performance of the assigned duties. Perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards in a safe and efficient manner and with minimal supervision.
Essential Duties and Responsibilities:
- Receive and assist visitors and telephone callers, referring them to the supervisor or other offices as appropriate. Deal with challenging student interactions in a professional and diplomatic manner, and maintain a calm and courteous office environment at all times. Handle complaints and conflicts diplomatically to diffuse potentially volatile situations as required.
- Provide administrative support for the student conduct management process that includes contacting the student, scheduling a meeting or hearing, managing student correspondence, maintaining a report of student conduct violations and referrals, and managing the intake of student complaints, appeals, and grievances.
- Manage the day-to-day activities of the office; maintain files, telephone and mailing lists, and necessary office supplies; monitor office expenditures to assure purchases are within budget.
- Initiate and process forms such as purchase orders, requisitions, travel forms, printing requests, and travel expense reimbursements. Attend to travel arrangements for the divisions as requested.
- Prepare divisional reports, board reports and grant reports as needed, within established deadlines.
- Maintain the Dean’s calendar, keeping current with various appointments and meetings, reserving conference rooms and making other necessary arrangements including organizing materials, sending out meeting notices, and coordinating catering details.
- Prepare minutes, formal reports, and other documents for internal and external groups and organizations in which the Deans are involved. Serve as the recorder and minute taker for the Campus Life Committee and the Diversity, Equity and Inclusion Committee.
- Work with Disability Services staff to handle activities related to intake of students such as receiving confidential documentation, scheduling student appointments, and follow-up phone calls.
- Evaluate all incoming correspondence to determine which matters require the Dean’s immediate attention.
- Assist with various special events, activities, assignments and projects as assigned including the Annual Academic Awards Ceremony, Commencement, and New Student Orientation.
- Maintain confidentiality in all matters related to the Dean including organizational plans, student conduct and related matters, salary and benefits, and personnel matters.
- Collaborate with the Security Department in contacting students regarding Lost & Found items.
- Perform other job-related duties as assigned.
Supervisory Responsibilities:
This job has no supervisory responsibilities.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience:
Required:
- High School Diploma
- A minimum of three (3) years of related secretarial and/or administrative support experience
Preferred:
- Experience working in an educational setting is highly preferred.
- Associates degree or equivalent degree
- Bilingual: English/Spanish
Computer Skills:
To perform this job successfully, an individual should have proficiency with MS Office (Excel, Word, PowerPoint), Outlook, and Internet usage.
Other Skills and Abilities:
Must possess excellent written and oral communication skills.
Must possess excellent interpersonal and organizational skills.
Communication Skills:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of students, faculty or staff of organization.
Mathematical Skills:
Ability to add, subtracts, multiply, and divides in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.
Reasoning Ability:
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to use hands to finger, handle, or feel. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.