Administrative Assistant - Extended Learning Program

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POSITION:  Administrative Assistant

DEPARTMENT:  Extended Learning

ACCOUNTABLE TO:  Director of Extended Learning

SUMMARY OF WORK:

This position is responsible for assisting the Director of Extended Learning as well as performing general secretarial tasks.  Position provides financial and statistical record keeping for Adult Basic Education state and federal grants, processes departmental orders and necessary paperwork for travel and contracts within the department, maintains outreach materials, and assists with online registrations.

JOB CHARACTERISTICS:

Nature of Work:  This position performs general administrative and secretarial duties which require attention to detail, accuracy, and timeliness.  Work is performed in an office setting during normal office hours.  Position must be able to travel to extension sites for semester registration and adhere to strict standards of confidentiality of information and documentation.

Personal Contacts:  Daily contact with general public, students, and faculty through face to face, telephone, memos, and committee memberships.

Supervision Received:  Receives instruction from the Director of Extended Learning through face to face, telephone, memos, and meetings. Methods, procedures, and priorities are determined by the director.

Supervision Exercised:  None.

Essential Functions:  Position requires ability to:  communicate orally and in writing; read written material, collect time sheets, receive bills, and assist with the following: balance budgets monthly, prepare claims vouchers and reports, and conduct inventory. Position must be able to: walk, talk, hear, see, lift and move supplies and materials, and use manual dexterity.

AREAS OF JOB ACCOUNTABILITY AND PERFORMANCE:

Duties in General: Assists the Director of Extended Learning as well as performing general office duties which include answering telephone calls, completing requisition forms, scheduling meetings and appointments, and taking minutes.
• Assists with creating and maintaining all purchase requisitions, provide budget  oversight, and inventory control.
• Assist in the scheduling and coordination of outreach events and facilities.
• Assists with creation and distribution of departmental calendar for application,  registration, and grading deadlines.
• Assist Admissions Coordinator in collecting and reporting on census information and  grade completion.
•  Create, update, and oversee printing of forms, brochures, and other materials.
• Assist in database creation and data entry, and prepare related reports.
• Assists with compiling and maintaining confidential student information.
•  Provide customer service to parents, students, faculty, and staff.
• Under the direction of Admissions Coordinator, train and provide direction to  departmental work study.
•  Perform research and special projects as assigned.
• Compose letters, memos, and other written materials under direction of director.
• Maintain and prepare records. Meet schedules and deadlines.
• Work confidentially and with discretion.
• Assists with developing non-credit and community outreach activities/programs by  evaluating needs of the general public and community groups.
• Work with advisory boards; prepare grant applications.
• Develop/present program marketing efforts to include planning/preparing public  information campaigns and delivering speeches/presentations for public education  programs within the College’s marketing plan.
• Assists with identifying/coordinating/scheduling community outreach activities to  include locations/facilities
• Assists with developing/maintaining recordkeeping systems and oversee grant record  maintenance.
• Assists with planning/preparing/administering an approved program budget assuring  operation within fiscal constraints.

Performs any other duties assigned by the administration when necessary to the operation and welfare of the college.

JOB REQUIREMENTS:

Knowledge:  This position requires a thorough knowledge of office procedures, DCC information procedures, accounting practices, agency policies and procedures, proper English usage and correct grammar, and telephone etiquette.

Skills:  This position requires skills in the use of office machines including computer and various software.  Strong computer/keyboard skills – word processing, desktop publishing and spreadsheets are essential.  Excellent public relations skills.

Abilities:  This position requires the ability to:  communicate effectively orally and in writing; follow verbal and written instructions; work in an environment where frequent interruptions can occur; prioritize duties and be flexible in regards to assignments; organize work load; retain pertinent information for recall in routine duties; complete routine duties in a timely manner and with limited supervision; operate office machines in an efficient and effective manner; adhere to strict standards of confidentiality of information; work at a computer for extended periods of time; and establish effective working relationships with the general public, students, faculty, fellow employees, and supervisors.

EDUCATION AND EXPERIENCE:

The above knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to:
• Associate Degree in administrative assistant, business management  or related field with  accounting emphasis or
• Have a minimum of two years related field/college workplace experience,  accounting , and interpersonal communication skills
• Must have a solid knowledge of word processing, spreadsheet and database use.  Preferable with MS Office.

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:
• Observes work hours.
• Demonstrates punctuality.
• Performs assigned duties.
• Maintains accurate and timely records.
• Deals tactfully and courteously with the general public, students, and faculty.
• Adheres to strict standards of confidentiality.
• Maintains the student online records.
• Ability to direct and manage students, other employees and volunteers
• Prepares and submits accurate and timely reports and grants.
• Performs general office duties which include tactfully and courteously answering  telephone calls, opening the mail, completing requisition forms, scheduling meetings  and appointments, and taking minutes.
• Establish and demonstrates effective working relationships with the general public,  students, faculty, fellow employees, and supervisors.

Mail completed applications and materials to:

Jullie Griffith-Seder, Human Resource Director
Dawson Community College
300 College Dr.
Glendive, MT  59330
or email: [email protected]

**PLEASE NOTE** For consideration in the selection process, Candidates must submit all of the following per board policy BP 2-5 & CP 2-5, BP 2-24 & CP 2-24, BP 2-25 & CP 2-25 AND BP 2-26 & CP 2-26 :

  • Cover Letter (Letter of Application)
  • Resume
  • DCC Employment Application
  • DCC Employment Credential Verification Form
  • EEO Form
  • Transcripts
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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