ASCT Administrative Assistant Job at Patrick & Henry Community College
Title: ASCT Administrative Assistant
Agency: Patrick & Henry Community College
Location: Martinsville - 690
FLSA: Exempt
Hiring Range: $36,000-$41,000
Full Time or Part Time: Full Time
Additional Detail
Job Description:
Patrick & Henry Community College is a comprehensive two-year institution committed to student success, lifelong learning, and enrichment of the quality of life in the region it serves. Serving Martinsville, Henry County, Patrick County, and the southern portion of Franklin County, P&HCC is a comprehensive open-door institution, accredited by the Commission on Colleges of the Southern Association of Colleges and Schools to award the associate degree. Patrick & Henry offers 29 associate degree programs, 12 certificate programs and 38 career studies certificate programs. The college also delivers a variety of nontraditional programs such as customized workforce development training, industry-recognized certifications, developmental and transitional programs, and courses for personal enrichment.
Organizational Objective:
Organizational Objective:
P&HCC staff members work with a student population that reflects the diversity of the of Virginia, with more than 40 percent of current students coming from racially and ethnically diverse backgrounds. Knowledge and understanding of specific needs of underserved populations and a
commitment to helping these individuals attain educational success are critical responsibilities of our institution. P&HCC aims to provide administrative, educational, and supportive services to the Academic Success and College Transfer Division that administers liberal arts, education, human services, and business transfer programs as well as occupational programs within the same curricular areas. This position provides assistance to the Dean of ASCT, full-time and part-time faculty, and students enrolled in programs or courses within the purview of the division, as well as delivering broader student support.
Purpose of Position:
The ASCT Administrative Assistant is responsible for providing administrative, educational support, clerical, and project support to the ASCT Division and for all activities for which the ASCT Dean is responsible. The ASCT Administrative Assistant maintains appropriate knowledge of college and academic policies, processes, and procedures to assure the efficiency, effectiveness, and integrity of the ASCT Division. The ASCT Administrative Assistant is the primary division contact for both internal and external constituencies
ASCT General Administrative Support
The ASCT Administrative Assistant is responsible for providing administrative, educational support, clerical, and project support to the ASCT Division and for all activities for which the ASCT Dean is responsible. The ASCT Administrative Assistant maintains appropriate knowledge of college and academic policies, processes, and procedures to assure the efficiency, effectiveness, and integrity of the ASCT Division. The ASCT Administrative Assistant is the primary division contact for both internal and external constituencies
ASCT General Administrative Support
- Provides necessary and appropriate administrative support for the ASCT Dean and all division activities
- Serves as a primary point of direct administrative contact and liaison on a range of issues with other college offices and staff, and with external individuals and external organizations
- Screens and handles telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries as appropriate
- Creates, composes, and edits correspondence and documentation for a variety of division-related purposes
- Attends and takes notes at various administrative and operational meetings, as requested
- Maintains the ASCT Dean’s schedule and calendar
- Delivers a variety of assistance to students as appropriate and possesses the ability to effectively utilize the Student Information System to assist students
- Provides necessary administrative support to adjunct faculty
Class Scheduling and Faculty Workloads
- Collaborates with the dean and with the faculty to create course schedules for each semester and within each academic session
- Maintains primary responsibility for entry and modification of course schedules in the Student Information System
- Ensures college courses are offered at appropriate times and in appropriate institutional spaces in accordance with college and VCCS policies
- Contacts impacted students with information about cancelled and modified course offerings
- Communicates and confirms course offerings with adjunct faculty
- Maintains the Productivity Analysis System (PAS) to properly reflect and record full-time and adjunct faculty workloads for each semester and academic year in collaboration with the dean and in accordance with college and VCCS policies
- Conducts initial workload certifications in PAS in a timely fashion
Budgets and Purchasing
- Helps maintain the ASCT Division and departmental budgets
- Assists the dean, faculty, and division staff with purchasing through EVA
- Ensures adherence to state purchasing regulations when providing procurement support
- Assists the dean and faculty and staff in making travel arrangements in accordance with state regulations
- Provides support in submissions on Chrome River
Additional Job-related Duties as Assigned
- Performs other job-related duties as assigned
- Provides auxiliary administrative support to the Student Success Division when needed
- Assists in the coordination, control, and completion of special projects as requested
Education, Experience, Licensure, Certification required for entry into position:
- Minimum educational attainment of associate degree required
- Prior administrative support experience required
- Experience working with students or customers required
KSA’s and or Competencies required to successfully perform the work (attach Competency Model, if applicable):
- Demonstrates excellent organizational skills with the ability to manage multiple tasks simultaneously
- Displays the ability to prioritize tasks
- Possesses excellent written and verbal communication skills
- Exhibits the ability to work independently as well as in a collaborative fashion
- Consistently displays pleasant, courteous, and appropriate customer service skills while maintaining the highest level of confidentiality and professionalism at all times
- Has working knowledge and experience using Microsoft Office software with proficiency in Outlook and Word
- Demonstrates the ability to work with individuals of diverse backgrounds
- Exhibits strong interpersonal skills and the ability to establish positive working relationships with college and community constituents
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