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Administrative Assistant I, Academic Advising (Internal Only)

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Please see Special Instructions for more details.

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

Position Information

Position Information

Position Title Administrative Assistant I, Academic Advising (Internal Only)
Open Internally or Externally Internal
If faculty, tenure track status Not Applicable
Reports to (title) Director, Academic and Career Advising
Department Academic Advising-4B4
Requisition Number 17075
Position Type Replacement
Job Category Staff
FT/PT Full-time
Initial Work Location
Starting Salary $32,905 - $34,961
Job Open Date 10/05/2017
Job Close Date
Open Until Filled Yes
Priority Review Date 10/12/2017
Job Summary

Under minimal supervision provides general administrative and secretarial support to the Director of Academic and Career Advising and other advising staff members as needed. Assists in the planning and coordination of activities and events. Interfaces with most departments of the college and with external agencies. Manages general affairs of the office. Provides information and referral to students, faculty, staff and visitors. Handles work of a confidential nature. May supervise work study, student employment and part-time employees.
Academic and Career Advising at SLCC consists of a director, three assistant directors, 41 full and part-time advisors, in addition to support staff, located at six campuses/sites. Advisors have responsibility for a variety of services, including: general advising; major/program/career advising, online services, transfer events, academic standards, and professional development.

Essential Responsibilities and Duties

Perform senior level office work which may include the following tasks: Prepare agendas, take minutes, transcribe and distribute finished copy. Track budgets and complete departmental purchases. Prepare training material to be used in conferences, classrooms, or workshops. Maintain updated electronic files. Request service for copy machines and printers. Order equipment, supplies, and keys. Reserve vehicles from the motor pool. Produce order forms to request IT or Facilities support for computers, telecommunication or maintenance needs. Make travel arrangement for in and out of the state. Reserve rooms for training and staff meetings. Research, compile, and write findings on requested information. Assist director, assistant directors, and advisors to collect and summarize data for monthly or annual reports.
Prepare for approval all paperwork for hiring and termination of employees. Maintain and track employees’ mandatory training. Process fiscal and budgetary documents which may include budget transfers, budget tracking, requisitions, orders, inventories, utilizing travel and purchasing cards, and reimbursements and assist in the reconciliation process as required. Prepare agenda for weekly staff meetings, follow-up with action items and prepare minutes. Meeting planning and support of various activities sponsored by Academic Advising.
Disseminate general college information to students, employees and others.
Serve on various Academic Advising committees. Collaborate as member of the Academic Advising Leadership Team.
Other duties as assigned.

Essential Responsibilities and Duties Continued
Preferred Qualifications

Experience in a higher education setting.

Work with and safeguard sensitive and confidential information.

Bilingual

Minimum Qualifications

Position requires two (2) years of post secondary education (a minimum of 60 completed credit hours).

Minimum of two (2) years direct, paid, full-time work experience.

Knowledge, Skills & Abilities

College policies, procedures and operations.
General office procedures including: phone coverage, outstanding customer service, tracking budgets, requisitions, databases, files and inventory.
Strong computer skills including: word processing, spreadsheets, internet, and database (Word, Excel, PowerPoint, Access, etc.).
Maintain historical files and records.
Secretarial skills including: preparation of business correspondence, reports, forms, and fliers.
Basic accounting, bookkeeping, and payroll procedures,
scheduling and planning events such as meetings, workshops, fairs, training, and conferences.
Be flexible, innovative, self-motivated, and team-oriented.
Communicate clearly and accurately in writing and orally.
Use excellent phone and email etiquette when answering calls and replying email messages.
Work with and safeguard confidential information. High professional ethics, behavior and work activities.
Work with a college structure, and coordinate with other administrative offices.
Organize and set priorities; work accurately with detailed information. Work well under pressure.
Organize and retrieve large amounts of information about staff activities and advising resources.
Learn college computer network, Banner, for requisitions payroll, budget tracking and student information.
Maintain a professional office environment.
Order and maintain supplies.
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.

Non-Essential Responsibilities and Duties
Special Instructions

Salt Lake Community College will 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
Optional Documents
  1. Resume / Curr. Vitae
  2. Cover Letter
  3. Letters of Reference
  4. Other Doc