Location: Salt Lake City,UT, USA
Salt Lake Community College (SLCC) is in the Salt Lake Valley, nestled in the beautiful Wasatch Mountains. This area boasts more than just winter recreation; it is also the cultural heart of Utah. The cities and surrounding area offer year-round, world-class recreation, sporting events, history, arts, and entertainment. Utah consistently earns top accolades for its exceptional economy, affordable cost of living and strong communities.
Salt Lake Community College, an open access institution, strives to be a model for comprehensive and transformative education and therefore is seeking an administrative assistant who is skilled in handling routine and advanced office duties to join an academic department whose primary mission is to cultivate an environment of respect and empathy.
Under minimal supervision, the purpose of this position is to provide secretarial and general administrative support to the Associate Dean of Biology. The person hired for this position should be able to make decisions within the scope of the job description and duties and serve as an initial point of contact by maintaining office hours, answering phones, and greeting visitors. They will be expected to work and communicate with all levels of administration, faculty, staff, students, and visitors as well as support the department, school and college strategic initiatives when requested. The successful candidate will be proactive in putting together calendars, scheduling meetings, providing accurate responses to inquiries, following-up with action items, and carrying on the work of the office in the absence of the Associate Dean. They must be able to work with and safeguard confidential documents while maintaining confidentiality as well as adhere to all SLCC policies and procedures.
Working across both the Taylorsville and Jordan campuses, this position requires someone who is highly organized and proactive in supporting a large department. The ideal candidate will take initiative to improve processes and help faculty, staff, and students without waiting to be directed.
Essential Responsibilities and Duties
Manage the general affairs of the Biology office including its associated programs, courses, faculty, staff and students. General duties include maintaining office hours, fielding telephone calls (including the Associate Dean's), receiving and directing students and visitors, providing general office support to the faculty and staff.
Perform administrative functions including, but not limited to, completing personal action paperwork, payroll (time-entry, adjunct contracts, load documents etc.), purchasing (P-card, requisitions, purchase orders, bids etc.), budgeting (creating, processing and/or reconciling of fiscal and budgetary documents etc.), completing department inventory, and handling travel arrangements.
Maintain a high level of professionalism and confidentiality related to communication with all internal and external community members associated with the college.
Perform secretarial functions for the Associate Dean by composing correspondence, completing word processing tasks, scheduling (semester classes, faculty evaluations, student appointments, events etc.), maintaining calendars, taking minutes, coordinating activities with other areas of the College etc.
Provide technological support to the Associate Dean including but not limited to researching and analyzing information and data (program and course assessments and reviews, lab fee evaluations, grade distributions etc.), using/maintaining databases, creating spreadsheets (e.g. budgets, purchases etc.)
Maintain department electronic repository sites on dedicated server as well as Sharepoint and faculty tenure files.Update and maintain department website and assist in marketing of department programs.
Other duties as assigned.
Essential Responsibilities and Duties Continued Minimum Qualifications
* Two (2) years post high school education or training.
* Two (2) years of related, paid full-time work experience in an office environment.
Trade off 1:1 in experience/education requirement.
(Education may be substituted one-to-one with full-time work experience.)
Preferred Qualifications
Familiar with SLCC Policies and Procedures including personnel and employment actions, adjunct contracts, time-entry, purchasing, inventory, curricular processes etc. and the Banner system.
Prior experience as an administrative assistant in an academic setting.
Knowledge, Skills & Abilities
KNOWLEDGE:
* General office methods, operations, policies and procedures to operate an efficient office.
* General accounting practices, budget preparation and management.
* Purchasing procedures (P-cards, requisitions, purchase orders etc.).
* General human resource procedures (new-hire documentation, compensation (adjunct contracts, load documents, one-time payments) etc.)
* College policies, procedures, and operational efficiencies.
SKILLS:
* Excellent computer skills and experience with Microsoft Office Suite and Banner software are preferable.
* Superior organizational skills and accuracy.
* Excellent problem solving and people skills.
* Formal training in office procedures and use of office equipment.
* Business English, math, spelling, punctuation, proofreading, and vocabulary etc.
* Meeting management skills including scheduling, agenda preparation and taking, editing and distributing minutes.
* Word processing, spreadsheet, report writing, email, scheduling, website and database management skills.
* Technologically literate and innovative.
* Willingness to learn new skills.
ABILITIES:
* Perform job functions with minimal supervision.
* Perform well under pressure and think on feet when dealing with students, faculty and issues as they arise.
* Perform clerical tasks efficiently within a hectic and possibly, stressful environment including the ability to appropriately prioritize tasks.
* Operate word processors and other office equipment.
* Communicate and relate professionally with others.
* Communicate accurately and clearly both orally and in writing and display strong interpersonal skills.
* Follow written and oral instructions effectively that ultimately produces quality work in a timely manner and/or meets specific deadlines.
* Organize and perform multiple clerical tasks effectively with minimal supervision.
* Work with and safeguard highly confidential material such as personnel files.
* Research and analyze information.
* Continually learn and incorporate new methodologies in job duties.
* Self-starter, self-motivated, and well-organized individual and have a strong attention to detail.
* Positive attitude with a focus on providing great customer service, meeting deadlines, and working independently or as part of a team.
* Ability to communicate effectively with a broad range of people with a variety of abilities and backgrounds, to maintain good working relationships across the College.
* Ability to work with all groups from a variety of academic, socioeconomic, cultural, and ethnic backgrounds, and with community college students, faculty, and staff, including those with disabilities.
Non-Essential Responsibilities and Duties Special Instructions
* Full consideration will be given to applicants who apply on or before the priority review date indicated above.
* More information about Salt Lake Community College benefits:
SLCC Highlights
Salt Lake Community College is Utah's largest open-access college with the most diverse student body in the state. We proudly educate 45,000+ students pursuing degrees in 100+ programs across 8 areas of study, and Utah's fastest growing industries and four-year baccalaureate programs consistently welcome SLCC graduates. Every SLCC employee has a hand in transforming students' lives to strengthen its surrounding communities. SLCC employees work at 11 locations across the valley and capital city of Salt Lake with easy access to the beautiful Wasatch Mountains, world-class outdoor recreation, sporting events, museums, history, and arts and entertainment.
Salt Lake Community College seeks and values contributions from each community member and welcomes new and diverse perspectives. A respectful work environment is its top priority; academic excellence and lasting transformation come about when diverse voices can speak and collaborate freely. As an emerging Hispanic Serving Institution, SLCC leads the state with the highest enrollment of students from the Latinx/a/o community. SLCC is committed to serving diverse students and being a model for inclusive and transformative education.
FLSA Non-Exempt SLCC Information
Salt Lake Community College (SLCC) is fully committed to policies of equal employment and nondiscrimination. The College does not discriminate on the basis of race, color, national origin, age, sex, sexual orientation, gender identity, genetic information, disability, religion, protected veteran status, expression of political or personal beliefs outside of the workplace, or any other status protected under applicable federal, state, or local law.
SLCC is a participating employer with Utah Retirement Systems ( URS ). In addition to URS, SLCC offers several other retirement account options.
This position is subject to a successful completion of a criminal background check.