Primary Purpose

The Administrative Assistant provides a wide range of administrative support services for the department chair, faculty members, and instructional program of the Mathematics and Forestry department. They competently apply advanced skills in organization, technology, interpersonal communication, record keeping, information retrieval, strategic planning, and problem solving, and oversee the department budget.

Essential Duties and Responsibilities

• Coordinate, enter, and proof annual and adjusted quarterly class schedules, appropriate classroom assignments, and footnotes, including off-campus and online courses, by College deadlines; assist in planning and revising schedule and staffing through analysis of relevant factors such as enrollment patterns and contracted faculty loads.
• Monitor and maintain security, equipment, furniture, and supplies of classrooms and offices, including tracking and anticipating needs and preparing requests for capital, technology, furniture, and supplies needed to support effective instruction at optimal capacity.
• Serve as front desk coordinator and first point of contact for students, applying effective communication skills in multiple modes, as well as accurate departmental College knowledge, needed to address promptly or redirect appropriately all internal and external queries, concerns, and comments. Frontline duties include early and frequent monitoring of daily email and voicemail messages from departmental faculty requesting that their day’s classes and office hours be canceled due to the onset of illness or other unanticipated reasons.
• Exercise and maintain proficiency in using current College computer-based software applications (e.g., Microsoft Office, Banner, Resource 25, Outlook, textbook adoption software) and other technologies to perform essential departmental administrative support functions.
• Prepare and process faculty Notices of Appointment and full-time faculty quarterly load sheets by College deadlines; completing these tasks entails tracking and maintaining accurate spreadsheets detailing faculty loads for scheduled program courses and approved non-teaching assignments, part-time faculty and full-time faculty overload pay rates, and accounts to be charged.
• Prepare and process paperwork to hire student assistants, irregular wage, and work-study students. Train, assign tasks, and oversee these workers in cooperation with the supervising faculty members.
• Prepare and process confidential student evaluations assigned each quarter as required by annual faculty evaluation schedules and COCC instructional administrative practices. Confirm schedule of evaluation with individual instructors.
• Maintain appropriate records for the department’s faculty, staff, and student workers.
• Promote effective internal and external communication for departmental programs through use of email, Outlook public folders, contacts with media, printed flyers or posters, and changes submitted to department Web pages.
• Assist in creating the agenda for, attend, and take notes during department meetings.

• Solicit and process textbook orders for scheduled courses each quarter, track receipt and maintain records of departmental textbook orders submitted, and initiate reminders to faculty whose orders have not been submitted by COCC Bookstore deadlines.
• Prepare and process fiscal and/or administrative paperwork (e.g., check requests, purchase orders, independent contractor agreements, travel authorizations, time sheets and travel expense forms) for authorized dispersal of departmental funds; monitor expenditures in cost centers at regular intervals to promote responsible budget management.
• Maintain and track math department and forestry program budgets to assist the Math Department Chair and Forestry Program Director.

• Work with Math Department Chair to set up online course midterm and final proctoring sessions. Coordinate logistics with faculty and monitor student sign-ups on Sign-Up Genius.
• Coordinate, organize, and assist in preparation for and implementation of the Annual High School Math Contest that takes place in April. This includes managing all contest purchases (plaques, award engraving, certificates, t-shirts, etc.), communicating with high school advisors, reserving classrooms and other spaces for the event, and organizing the provided lunch for attendees. Assist faculty as needed in preparing for individual contest day events. Assist with “day of” responsibilities such as student check-in, taking photos, etc. Design awards program, and work with graphic designer to create the logo and t-shirt design.

• Assist forestry program coordinator with yearly Program Advisory Committee meetings, including coordination, communication, meeting details, and preparation of minutes.

• Perform other essential duties as they pertain to the purpose of the position.
• Serve on college committees.

Department Specific

Coordinate, organize, and assist in preparation for and implementation of the annual High School Math Contest that takes place in April. This includes managing all contest purchases (plaques, award engraving, certificates, t-shirts, etc.), communicating with high school advisors, reserving classrooms and other spaces for the event, and organizing the provided lunch for attendees. Assist faculty as needed in preparing for individual contest day events. Assist with “day of” responsibilities such as student check-in, taking photos, etc. Design awards program, and work with graphic designer to create the logo and t-shirt design.

Knowledge, Skills and Abilities

• Advanced organizational skills to track, coordinate, and complete multiple tasks to support the effectiveness of a large and complex academic department.
• Ability to initiate and perform work without supervision, anticipating the needs of the department as a whole, as well as of individual instructional staff.
• Ability to respond quickly and effectively without supervision to unanticipated work situations.
• Ability to operate all standard office equipment, use of keyboard and multi-line telephone including voicemail management for the program.
• Exercise effective interpersonal communication skills to work productively with multiple constituencies, including students, faculty, Fiscal Services, Public Safety, committees, vendors, Student and Enrollment Services, Information Technology Services, offices of the Instructional Deans and Vice President of Instruction, the support staff of other departments, and the general public.
• Apply knowledge of faculty preferences, existing resources, enrollment patterns and other significant factors when collaborating with the department chair on schedule development.
• Skills in maximizing limited resources when administering the departmental budget, by monitoring expenditures, prioritizing needs, and recommending cost-saving measures.
• Skills to prepare for and meet simultaneous deadlines by prioritizing tasks and requests based on urgency, managing time wisely, requesting aid and making referrals as needed. Deadlines may arise from both internal and external constituencies.
• Ability to manage office needs as faculty change, and initiate capital, technology, and furniture requests as needed.
• Ability to self-regulate, collaborate, and use good judgement in identifying issues and priorities.
• Ability to communicate clearly, in writing and speaking, face-to-face, via telephone, and e-mail, using the English language with or without the use of an interpreter.
• Must be able to perform essential job functions described above.
• Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.

Ergonomic Requirements

Regular office hours are 8 am to 5 pm during the workweek. Employee must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ability to work at a workstation for extended periods. Requires the ability to write, read written materials and computer screens, and hold telephonic conversations. Occasional lifting up to 25 lbs. All individuals are required to perform essential functions with or without reasonable accommodation.

Minimum Requirements

• Associates Degree or completion of equivalent college-level coursework.

• Two (2) years of comprehensive office experience, employing effective skills in organization, budgeting, interpersonal communication, and computer-based technology.

Equivalency Statement

The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify under equivalency by responding to the supplemental question presented during the application process.

Preferred Qualifications

• Bachelor’s degree.

• Knowledge of Banner and instructional support processes.
• Work experience with community colleges, school districts, or public entities.