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Secretary III, International Student Affairs (Part Time)

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Please see Special Instructions for more details.

Salt Lake Community College may complete a criminal background check on the finalist

Position Information

Position Information

Position Title Secretary III, International Student Affairs (Part Time)
Open Internally or Externally External
If faculty, tenure track status Not Applicable
Reports to (title) Manager 3, International Student Affairs
Department International Student Admin
Requisition Number P17103
Position Type Replacement
Job Category Part-Time Staff - Variable
FT/PT Part-time
Initial Work Location Taylorsville Redwood Campus
Starting Salary $13.13-14.44
Job Open Date 09/07/2017
Job Close Date
Open Until Filled Yes
Priority Review Date
Job Summary

Under limited supervision, the Administrative Assistant provides administrative and secretarial support to the Director of International Student Affairs. Perform basic secretarial duties in a positive, cheerful, and enthusiastic manner.
Assists in performing routine clerical functions. Manages the Director’s general affairs and supports the work pertaining to institutional compliance with the U.S. Citizen & Immigration Service and Department of State laws and regulations.
Analyze office systems, implement new procedures.
Coordinate the tracking, assessment, and preparation of data for weekly reports, monthly Board of Trustees report and annual assessment report.
Work involves confidentiality and the research of complex materials; fiscal reports, web page maintenance, office data management; and support with organizing assessment and monthly reports. Prepare various forms when applicable.
Assist the director in the planning and coordination of recruitment and marketing activities and events. Assist in the planning and coordination of activities and events.
Act as a resource to provide information for students, sponsors and visitors requiring International Student Affairs.
Make all travel arrangements for in and out of state travel including coordinating reimbursements.

Essential Responsibilities and Duties

Serve as assistant to the Director by maintaining the Director’s calendar to assure that goals are accomplished. Anticipate, plan, schedule and prepare for Director’s meetings by collecting and/or researching related information, maintaining files and briefing the director. Keep accurate and complete records. Support institutional compliance, marketing and recruitment, preparing reports, assessments and compose correspondence.
Establish staff priorities and provide supervision of assignments to full-time and part-time employees to ensure efficiency and effectiveness to meet time sensitive deadlines.
Send reminders and verify time entry for payroll approval. Develop daily schedule, vacation and monthly calendar. Maintain and track employees’ mandatory training.
Handle all paperwork for hiring and termination of employees. Assist director in managing student employees and give appropriate instructions in office procedures.
Provide general office management. Coordinate daily schedule. Ensure staffing of the reception desk and provide coverage as needed. Perform routine clerical functions which include: excel, word processing to produce and edit, quality finished memoranda, correspondence, reports, etc., operating electronic mail and filing system, screening calls and taking messages, maintaining confidential information, entering data, keeping schedules and calendars, research and gather information, receiving and distributing mail, etc. Maintain copy machine and printers.
Keep track of office supplies, computer inventories, order supplies, keys, and reserve vehicles from the motor pool. Make travel arrangements for in or out of the state.
Research, compile, and write findings on requested information. Assist Director to collect and compile information from staff to prepare Board of Trustees monthly report and annual assessment reports. Maintain and continuously improve the management of all office records, filing systems, working materials and daily incoming and outgoing work. Maintain departmental records and shared files, updating and deleting as necessary.
Establish sound book keeping practices to monitor and maintain detailed knowledge and reconciliation systems for department’s varied revenue and base budgets. Prepare monthly budget reports.
Assist with institutional compliance and federal government reporting requirements for the Department of Homeland Security and Department of State.
Respond to a wide range of telephone, written and in-person inquiries and problems presented by students, families, agencies, other SLCC departments and the general public.

Essential Responsibilities and Duties Continued

Verify time entries for payroll approval. Develop vacation and monthly calendar. Handle all paperwork for hiring and termination of employees. Maintain and track employees’ mandatory training.
Process fiscal and budgetary documents which may include requisitions, orders, inventories, and reimbursements and assist in the reconciliation process as required. Order supplies, keys, and reserve vehicles from the motor pool.

Preferred Qualifications

Associate degree or 60 semester credit hours preferred (two years full-time equals one year education).
Two years paid full-time secretarial or related work experience preferably in a college setting.
Strong computer skills proficient in Microsoft Office Professional Suite, social media platforms; Banner and data retrieval systems. Accurate keyboarding, composing, and proofreading business correspondence required.

Minimum Qualifications

Business English, math, spelling and punctuation. General office procedures. College application and registration procedures. College catalog and search able class schedule use. Knowledge of Student Services Departments and services.
Ability to:
Organize and prioritize multiple tasks. Follow written and oral instructions accurately, communicate effectively with a diverse staff and student body both over the phone and in-person. Perform tasks under pressure. Utilize the college computer system (BANNER, Outlook, word processing, spreadsheets). Maintain a high level of professional behavior and attendance.
Civility and urbanity are essential attributes of the incumbent.

Knowledge, Skills & Abilities

Bilingual skills preferred
Strong listening and interpersonal communication skills.
Successfully multi-task, work well under pressure, manage time and set priorities.
Ability to work with and maintain confidential information.
Ability to communicate effectively with a broad range of diverse people, ability, culture, ethnic background, to maintain good working relationships across the College. Ability to work with all groups in a diverse academic, socioeconomic, cultural and ethnic background of community college students, faculty and staff, including those with disabilities and special needs.

Non-Essential Responsibilities and Duties

Basic knowledge to assist students in getting started at SLCC.
Other duties as assigned.

Special Instructions

Salt Lake Community College may complete a criminal background check on the finalist

FLSA Non-Exempt

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you first learn about this position?
    • Newspaper
    • Ethnic Media
    • Chronicle of Higher Education
    • Professional Organization
    • HigherEdJobs.com
    • SLCC Website
    • Referral Agency
    • Workforce Services
    • College Placement Center
    • Friend
    • Employee
    • SLCC Email
    • SLCC HR Office
    • Other (please specify below)
  2. If other referral source, please specify:

    (Open Ended Question)

Required Documents

Required Documents
  1. Resume / Curr. Vitae
Optional Documents
  1. Cover Letter
  2. Letters of Reference
  3. Other Doc