Administrative Assistant for Institutional Effectiveness

: Minimum Requirements

• Associate degree in business or related field from an accredited educational institution. Education may be substituted on an exceptional basis based on the candidate's experience level related directly to the position. Substitution of experience would require a minimum of five to ten years of direct position experience.
• Two years of administrative and office-related experience.
• Proficiency with Microsoft Word and Microsoft Excel.

Preferred Requirements

• Bachelor's degree in business or a related field
• Three to five years of administrative experience, preferably in an Educational Environment, NCCCS (NC Community College System) experience, or business management.

Primary Functions of Position

The Administrative Assistant is responsible for providing clerical, administrative, and project support to the Dean of Institutional Effectiveness. This position maintains current general knowledge of appropriate college and departmental policies, processes, and procedures to ensure the efficiency and integrity of the Institutional Effectiveness division. The Administrative Assistant for Institutional Effectiveness participates in the coordination of special projects. In order to accomplish the objectives of the position, the Administrative Assistant for Institutional Effectiveness performs the following functions. Essential Duties:

• Handles telephone calls and public contact with visitors, vendors, faculty, and staff.
• Maintains the Dean of Institutional Effectiveness calendar of meetings, appointments, and other daily events.
• Performs routine clerical functions - Filing, scanning, recording, and disposal of documents.
• Retrieves, opens, and routes or handles as appropriate internal and external mail for the Dean of Institutional Effectiveness.
• Prepares and distributes various types of correspondence for the Dean of Institutional Effectiveness.
• Attend meetings for the purpose of taking and transcribing minutes for the Dean of Institutional Effectiveness.
• Processes all justification for travel, travel requests, and supporting documentation, preparing them for advance payments; coordinates registrations and, upon completion of travel, processes all travel reimbursement requests for the Dean of Institutional Effectiveness.
• Maintain leave request spreadsheet and check monthly leave reports for those employees that report directly to the Dean of Institutional Effectiveness.
• Reconciles all leave requests and timesheets for the Institutional Effectiveness division.
• Perform clerical duties for the Institutional Effectiveness division as assigned by the Dean of Institutional Effectiveness.
• Prepare a variety of documents and reports related to Institutional Effectiveness and SACSCOC.
• Prepares blanket purchase orders for recurring purchases and leases for the Institutional Effectiveness Division.
• Manage ordering office supplies and purchase requisitions through NC E-Procurement and other means of purchasing.
• Create and manage work order ticket requests for the Division as needed.
• Assist with reconciling all pending accounts on a monthly basis.
• Initiate and participate in data cleanup projects.
• Provide support prior to, during, and after completion of Institutional Effectiveness events (Advisory Committee, Presidents Council, All Employees Day, etc.)
• Arranges administrative services (as needed) meetings by locating appropriate space, notifying participants of the date, time, and location, and notifying participants of changes and/or cancellations.
• Assists with special college functions and special projects for the Institutional Effectiveness division and other areas of the college as needed.
• Participates in professional development activities as needed.

Skills and Abilities:

• Proficiency in Microsoft products (Word, Excel, PowerPoint, etc.)
• Attention to detail and high-level of accuracy.
• Task requires confidentiality, initiative, and judgment to establish work priorities and organize tasks to meet required schedules efficiently and effectively, and at times while under pressure to meet deadlines.
• Finance and budget administrative skills
• Ability to learn and perform basic information systems data entry and database maintenance within Colleague and SharePoint.
• Effective verbal, listening, and written communication skills.
• Excellent interpersonal and customer service skills
• Ability to adapt and adjust in dynamic situations.

• This in no way states or implies that these are the only duties to be performed by the incumbent. This position may be required to perform other duties as assigned.

Application Procedures

A completed Southeastern Community College application (located on the SCC website), a resume, letter of interest addressing the requirements and educational transcripts (unofficial copies of transcripts will be sufficient for the screening process, but official copies must be submitted prior to employment) must be submitted to the college Human Resources Office in order for applicants to be considered for this position. Initial review of application will be January 22, 2024. Applications will be accepted until the position is filled. Applicants should submit all documents as requested on the SCC website. Inquiries should be directed to the Human Resources Office, Southeastern Community College, P.O. Box 151, Whiteville, NC 28472. Telephone (910) 788-6310 or (910) 788-6206. An Equal Employment Opportunity Employer