Student Support Services Administrative Assistant

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POSITION:  Administrative Assistant, Part-time (40 hrs/week, 10 months)

DEPARTMENT:  Student Support Services (SSS)

ACCOUNTABLE TO:  Director of Student Support Services

SUMMARY OF WORK:  Administrative support for TRIO SSS program, Director and program staff. Maintains and manages an office conducive to the success of disadvantaged college students.  Serves as first line of contact with students and makes them feel welcome.  Responsible for incoming communication, record keeping, checking out equipment, assisting with grant work and directing students to appropriate SSS staff.  Coordinates campus visits for sophomore students and assists students in everyday paperwork for services.  Assists with participant enrollment into the program.

JOB CHARACTERISTICS:

Nature of Work:  This position performs administrative and clerical duties for
the office requiring attention to detail, timeliness and accuracy.  Must adhere to standards of confidentiality of information and documentation.  Position collaborates with Director of SSS in managing yearly budget. Must remain friendly and welcoming to all persons contacted or coming into the office.  Works with a diverse group of people.  Travel will be required to attend conferences and training.

Personal Contacts:  Daily contact with students, occasionally under stressful situations, faculty and staff.  Coordinates duties with tutors and faculty.

Supervision Received:  Supervision from Director of Student Support Services

Supervision Exercised:  Supervision, scheduling and monitoring of 1 – 4 peer tutors as needed.

Essential Functions:  Position requires ability to: communicate well orally and in writing; type and file, answer the telephone, determine and set work priorities, make purchases, prepare bills for payment, maintain and prepare accurate records, operate and apply current computer knowledge including current word processing and database software, assist with collecting data and submitting a performance report each year. 

AREAS OF JOB ACCOUNTABILITY AND PERFORMANCE:

  • Maintains and secures confidential records for Student Support Services including disability documentation, financial aid information, transcripts and TRIO related documents of students;
  • May coordinate and schedule tutor sessions between students, professional tutors and peer tutors;
  • Maintains files on all monthly bills to provide documentation of all transactions,
  • Arranges upcoming SSS meetings and workshops with staff working with the Director and notifying staff of dates and times;
  • Prepares travel vouchers for staff and for students taking campus visits – working with other college personnel on setting up visits for SSS students;
  • Creates and prepares mailing lists and brochures for different workshops and events;
  • Responsible for keeping track of equipment rentals including laptop computers, and training students on use of equipment;
  • May assist students in applying for financial aid online or on paper;
  • Gather data for documentation of college student persistence and retention goals;
  • Manages departmental operation budget under Director.  Responsible for all paperwork, files, confidential records, maintaining security of all reports;
  • Maintains a list of all SSS students counseled regarding advising, tutoring, and academic support with dates of such help;
  • Complies with agency policies and procedures regarding work schedule, punctuality, leave requests and confidentiality of all information;
  • Cooperates with other staff and demonstrates respect for other employees which contributes to a positive and efficient working environment;
  • Provides support services for students including advising and making appropriate referrals;
  • Performs other duties as required.

JOB REQUIREMENTS:

Knowledge:  This position requires a thorough knowledge of: office procedures and techniques, computers and software, telephone etiquette, and community service agencies.

Skills:  This position requires skills in the use of Microsoft Excel, Word, and must be proficient in the use of printers, fax machine, copier and processing paperwork.  Valid driver’s license is required.

Abilities:  This position requires the ability to:  adhere to program guidelines, be friendly under hectic, stressful circumstances, be accurate in performance of duties, communicate effectively orally and in writing, maintain confidentiality, effectively supervise peer tutors, listen effectively and establish effective working relationships with fellow employees, supervisors and the public, be a self-starter, prioritize and set schedule and follow through.

EDUCATION AND EXPERIENCE:

The above knowledge, skills and abilities are typically acquired through a combination of education and experience equivalent to:

  • An Associate’s degree in Business or Communications or related field
  • Two years of office experience with a high degree of responsibility 
  • MUST have a solid knowledge of Microsoft Word and Excel

JOB PERFORMANCE STANDARDS:

Evaluation of this position will be based primarily upon performance of the preceding requirements and duties.  Examples of job performance criteria include, but are not limited to the following:

  •  Performs assigned duties in a timely manner
  •  Maintains accurate and timely records
  •  Accurately assists students with paperwork
  •  Proficiently keeps track of all rentals
  •  Deals tactfully and courteously with the public
  •  Adheres to standards of confidentiality of information and documentation
  •  Observes work hours
  •  Establishes and maintains effective working relationships with fellow employees,  supervisors and the public.

SALARY:

Grade 8 - Classified Staff Salary Schedule

Inquiries May Be Directed to:

Kent Dion
(406) 377-9416

Qualified protected class individuals are encouraged to apply.  Dawson Community College must comply with the Immigration Reform and Control Act of 1986.  If hired, you will be required to provide documents to show your identity and authorization to work.

Nondiscrimination Policy:  Pursuant to title VI of the Civil Right Act, Title IX of the Education Amendment, Section 504 of the Rehabilitation Act, Executive order 11246 as amended, Vietnam Era and Disabled Veterans Act, as amended, and the Montana State Human Right Act - Dawson Community College has a policy of nondiscrimination in employment practices and in admissions, access to and conduct of educational programs and activities.  Discrimination is prohibited on the basis of race, sex, color, national origin, religion, age, handicap, or marital status or parental status.  Any student, employee, or applicant for admission or employment may file a discrimination grievance.  Inquiries or grievances should be directed to the Equal Opportunity Director in TC106, phone: 1-800-821-8320.

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Dawson Community College | 300 College Drive | Glendive, Montana 59330
Phone: 1.406.377.3396 | Toll-Free: 1.800.821.8320 | Fax: 1.406.377.8132