Administrative Assistant I, Department of English, Linguistics, and Writing Studies (ELWS)

  • Salt Lake Community College
  • Salt Lake City, UT, USA
  • May 03, 2024
Full time Other Administrative Positions

Job Description

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Administrative Assistant I, Department of English, Linguistics, and Writing Studies (ELWS)

Salt Lake Community College


Position Title: Administrative Assistant I, Department of English, Linguistics, and Writing Studies (ELWS)

Open Internally or Externally: External

If faculty, tenure track status: Not Applicable

Reports to (title): Dept Chair- English, Linguistics & Writing Studies

Department: English (School of Humanities & Social Sci)-2F3

Requisition Number: 24278

Position Type: Replacement

Job Category: Staff

FT/PT: Full-time

Initial Work Location:

Starting Salary: $39,686.00

Job Open Date: 04/29/2024

Job Close Date:

Open Until Filled: Yes

Priority Review Date: 05/15/2024

Job Summary: Job summaryAssists the Department Chair in providing administrative support to the department. Responsibilities include greeting department visitors and answering inquiries by phone, email, text message, and Microsoft Teams; assists students with enrollment and responding to their concerns and questions; manages the schedule of the Department Chair, including coordinating and scheduling meetings; facilitates department meetings and transcribes and distributes meeting minutes; generates teaching contracts and faculty load sheets; manages time sheets for part-time faculty and enters payroll; assists in maintaining the department budget; performs data entry and record-keeping; completes hiring paperwork and process and welcomes new hires; receives and reports information interdepartmentally; collaborates on class schedules; assists in tenure processes; manages inventory, places orders, and restocks supplies; communicates on behalf of the department or Department Chair; prepares reports; collects and archives gradebooks and syllabi; maintains the department website, and other duties as assigned.Essential Responsibilities and DutiesProvide direct support to the Department Chair through administrative and clerical work including but not limited to managing the Chair’s schedule, filing reports, submitting paperwork, and keeping track of deadlines and important dates. Act as a communications hub for the department, which includes receiving and disseminating information to faculty. Write and edit quality finished memoranda, correspondences, reports, graphs, and data sheets using word processing and spreadsheet software.Maintain records and archives for the department. Build and maintain collegial relationships with members of other departments and offices and work collaboratively with them on behalf of the department. Place orders on behalf of faculty members, including books and supplies. Manage inventory and office supplies, restocking as necessary. Assist with class scheduling each semester. Assist with faculty tenure processes. Pay department invoices and keep records of expenditures. Prepare budget reports. Assist with the Informed Budgeting Process.Serve as the initial point of contact for students and visitors and assist them in a friendly, helpful, professional manner. Be knowledgeable about courses offered by the department and offer information to students and prospective students. Conform to FERPA laws concerning student rights to privacy. Assist faculty with absences and open locked classrooms when needed. Organize department meetings, including scheduling, sending notifications, reserving rooms, and ordering catering when necessary. Transcribe, archive, and send meeting minutes. Process hiring and separation paperwork. Generate teaching contracts and faculty load sheets. May supervise work study, campus interns, or part-time employees. Other duties as assigned.

Essential Responsibilities and Duties:

  • Manage general office affairs including communications.
  • Responsible for calendaring/scheduling meetings and appointments for Department Chair.
  • Coordinate inter-office and interdepartmental communications.
  • Disseminate general information to faculty and students.
  • Perform functions to compile, write and edit quality finished memoranda, correspondences, emails, reports. etc., using word processing and spreadsheet software.
  • Operate electronic mail and electronic filing systems, screen calls, record messages, enter data, perform research and analyze functions, prepare and write reports/graphs, receive and distribute mail, and compose business correspondence.
  • Prepare support materials, brochures and pamphlets.
  • Maintain frequent college-wide, consortium-wide and community contacts.
  • Assist with purchasing and travel arrangements for Department Chair, full-time faculty, and others as deemed necessary.
  • May assist Department Chair with faculty processes including tenure, rank advancement, sabbatical leave, curriculum, student evaluations, etc.
  • May supervise work study, campus interns, or part-time employees.
  • Maintain and archive department records and files.
  • Develop and maintain files, records and data for department inventory systems, mailing lists, travel, in both hard and electronic formats.
  • Process hiring and separation paperwork/adjunct contracts.
  • May input payroll/leave time into college system.
  • Collaborate on class schedules and staffing.
  • Assist with managing all aspects of budget and expenditures.
  • Process fiscal and budgetary documents that may include department requisitions, inventories, personnel and employment records, office supplies and budget reconciliation.
  • Manage office budget to include ordering and inventorying office supplies and equipment.
  • Assist with grassroots budget process.

 

  • Take minutes, process and distribute minutes from various committees and department meetings.
  • Other duties as assigned.



Essential Responsibilities and Duties Continued:

Minimum Qualifications:

  • Two (2) years post-secondary education or equivalent.
  • Two (2) years direct, paid, full-time experience.


Part time experience may be considered on a prorated basis.
Trade off 1:1 in experience/education requirement.
(30 semester credit hours or 45 quarter hours = 1 year education).

Preferred Qualifications: Bachelor’s degree.Experience working with adjunct and full-time faculty as well as students.Prior experience as an administrative assistant in an academic setting.Bilingual.

Knowledge, Skills & Abilities: Familiarity with Salt Lake Community College (SLCC) policies and procedures, including adjunct contracts, curriculum procedures, and Banner.Knowledge of Adobe Create Suite programs (Adobe Photoshop, Acrobat, InDesign, etc.), Microsoft Office applications, especially Word, Excel, Outlook, and SharePoint.Superior organizational skills with strong attention to detail.Positive attitude with a focus on providing great customer service.Ability to meet deadlines and work independently or as part of a team.Ability to handle confidential information.Ability to be a self-starter and self-motivated.Willingness to learn new skills.Ability to communicate effectively with a broad range of diverse people, ability, culture, and 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: 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: https://i.slcc.edu/culture/benefits/index.aspx

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 may require the successful completion of a criminal background check.


To apply, please visit: https://jobs.slcc.edu/postings/58672






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