Laramie County Community College

  • Administrative Assistant I, Eastern Laramie County Campus (Part-Time)

    Job Location US-WY-Pine Bluffs
    Posted Date 4 weeks ago(10/22/2018 4:02 PM)
    ID
    2018-2328
    # of Openings
    1
  • Overview

    The mission of Laramie County Community College is to transform our students' lives through the power of inspired learning. Our over-arching goal is that our accomplishments as a community college will distinguish LCCC from others in the nation, in turn benefiting our communities and bringing pride to the Great State of Wyoming.  Our core values include Passion, Authenticity, and the Desire to Make a Difference. 

     

    This is a part-time position, located at the Eastern Laramie County Outreach Center in Pine Bluffs, Wyoming.

     

    Job Summary:

    Core responsibilities of this position include:

    The Assistant, Administrative I position for LCCC’s Eastern Laramie County Outreach Center is a part-time, non-benefitted, position that is responsible for supporting the day-to-day operations of the assigned program. The general duties include clerical, administrative, customer and program support for the assigned area. Detailed responsibilities may include, but are not limited to: provides general customer service for the program (e.g. answering phones, responding to emails, assisting with course registration); coordinating and providing logistical support for program courses; supports the department financial/budgetary processes; serves as primary point of contact for the program; coordinates with campus departments to complete College forms, processes, and procedures; and other duties as related to supporting the success of this community focused program. The position is responsible for performing assigned duties during evening hours but may occasionally work days or weekends to provide vacation coverage when necessary. This position’s regular hours are 4:00 pm to 9:00 pm on Monday, Wednesday and Thursday evenings subject to change as needed to accommodate class schedules and needs. 

    LCCC in its strategic plan has identified important Core Values and Aspirational Values, which are inherent in the cultural fabric of the College.  The person fulfilling this role is expected to bear these qualities and advocate for them.   

    http://lccc.wy.edu/StrategicPlan/index.aspx#goal1

     

    Other tasks may be assigned based on contemporary institutional need.

     

     

    Compensation: Minimum $10.03 per hour. Commensurate with experience and education.

     

    Screening Date: Open until filled. For full consideration, please apply by November 6th, 2018.

     

    Start Date: As soon after screening as practical.

     

     

    Essential Functions

    Essential Functions:  

     

    Program Customer Service:

    • Provide positive representation of the program and college when greeting visitors, students, and the general public; assist with their needs, prioritize requests, follow up when required, and provide direction as needed
    • Provide professional and timely responses to general and specific inquires via phone call, voicemail, in person, and email
    • Determine the specifics of customer/student inquires, determine the most appropriate individual or department to respond, and facilitate contact logistics for the inquiry (i.e. as necessary; set up meetings, route to necessary individual or department, or provide online resources)
    • Support program functions and major events through providing central communications, walking visitors/students to their course locations, and providing general guidance to campus course locations

    Program Support:

    • Support the overall operations of the program through assisting with course/program enrollments, registrations, course logistics, payments, refunds, cancelations, and evaluations
    • Assist with program registrations through processing online, phone, walk-in, and email/fax registrations
    • Assist with the launching, management, and support of the various online systems utilized during the registration
    • Load and maintain courses in the College’s primary software system (Colleague)
    • Correspond with instructors regarding the status of their courses including material, equipment and facility needs.
    • As necessary, order required supplies for courses and the program office
    • Provide instructors with necessary course information including rosters, educational materials, material lists, schedules, and room locations
    • Schedule course rooms and coordinate for classes needing specific set-up needs (i.e. tables, equipment, arena use, etc.)
    • Assist with the advertising of courses including creation and distribution of flyers
    • Prepare classrooms for courses including preparing signage, set up of equipment, unlocking of facilities, providing technical assistance as needed, etc.
    • Secure LCCC’s classrooms, facilities, and office by turning off equipment and securing all internal and external doors and windows when leaving
    • Schedule and manage classes in the College’s system and verify class changes/cancelations are on the master room schedule
    • Process course cancelations in cases of low enrollment or unforeseen circumstances
    • Notify students, instructors, and necessary campus department of course cancellations
    • When approved and necessary process refunds due to course cancelations

     

    Administrative Support

    • Support the overall administrative functions of the program through following applicable program, department, and College procedures, policies, and completing forms
    • Perform and complete program financial functions including invoicing for program services/courses, collecting payments for said invoices, refunds and making payments on behalf of the department for incoming department charges
    • Prepare and assist the area supervisor with department budgets including annual budget preparation, outstanding balances, and any required reporting
    • Work with various campus departments to complete necessary paperwork required as related to the operations of the department (e.g. work orders for repair, technology requests, travel requests, HR hiring paperwork, etc.)
    • Assist with logistics and planning of department functions including scheduling meetings, ordering food or beverage services, creation of meeting materials, and documenting meeting minutes

    Other tasks may be assigned based on contemporary institutional need

     

    Nonessential Functions:  

    An employee in this position may perform some of these responsibilities on an infrequent basis.

    • Assist in student recruiting and retention
    • Maintain supply inventories for use in the office, classes and programming
    • Assists in development of annual program budgets
    • Assists the College in local, state, regional, or national projects and programs, board, or groups when appropriate
    • Solicits feedback and implements suggestions from students and peers
    • Keeps informed of current trends and new approaches to performing the essential functions of this position via professional development activities
    • As required attend college, division, and program trainings/meetings
    • Overnight travel may be required

     

    Knowledge, Skills, and Abilities:

    • Advanced working knowledge and ability with personal computing applications – specifically Microsoft Office Suite (e.g., Word, Excel, Outlook, and PowerPoint), Adobe products (e.g., Reader, Professional), as well as database management systems
    • Skills and abilities to perform as an organized, self-starter, and able to handle expeditiously, accurately, and confidentially the rapid receipt of communications from all sources—written, email, voice mail, one-on-one with attention to detail; able to act on own initiative while exercising reasonable judgment
    • Excellent customer service skills; ability to communicate clearly with a variety of people, in one-to-one and small group settings – either face-to-face, by telephone, or by other electronic means – ability to communicate in an informative manner, effectively listen, and be able to handle escalating situations with concern and confidence
    • Ability to respond to common inquiries from college faculty and staff, regulatory agencies, vendors, regional business community, and others as may be necessary
    • Knowledge of basic office equipment including (but not limited to) personal computer and associated peripherals, fax machine, multi-line telephone, voice recorders, and other electronic devices
    • Demonstrate strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community
    • Knowledge of and experience in basic accounting and budgetary procedures; strong analytical and organizational skills with attention to detail in all areas of responsibility.
    • Ability to effectively and professionally execute the essential functions of this position with proven capabilities in establishing appropriate professional rapport, communicating with courtesy and tact, accurately determine others needs, collecting necessary information, and follow-through when requested
    • Ability to travel when necessary.
    • Ability to read and interpret instructions in oral, written, or diagrammatical form (e.g., a flow chart of a process) and consider possible applications of business literature and legal documents

     

    Physical/Mental Demands:

    ·         To successfully perform the essential functions of this position, an employee must be able to maintain appropriate composure and necessary confidentiality with regard to both past and current employee, student, and donor data; documents; issues; etc., and respect privacy needs of employees, students, donors

    • The ability to comply with highly inflexible deadlines is required to successfully perform the essential functions of this position; there will be multiple occurrences of sudden, urgent task completion required
    • While performing the essential functions of this position a variable work schedule may be required including long workdays, evenings, and some weekends as needed
    • There may be occurrences of interacting with employees and/or students, past employees and/or students, members of the general public, and others who express opinions, may exhibit strong emotions, which will require the employee to interact professionally, diplomatically, and appropriately in such situations

    ·         While performing the essential duties of this position, an employee would frequently be required to move around the assigned work areas as well as within hallways, meeting rooms, and other parts of the campus facilities

    • There may be multiple/daily instances of prolonged sitting, standing, and personal computer use, which would include keyboard and/or mouse usage as well as viewing a computer monitor

    ·         An employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 35 pounds to perform essential position functions

    ·         Specific vision abilities required by this position include close vision, distance vision, and ability to adjust focus

    • The overall work environment requires the mental ability to shift focal point quickly due to interruptions; an employee must be able to mentally track multiple projects and tasking as well
    • The noise level in the work environment is usually moderate; however, there may be unexpected instances of somewhat loud sounds

     

    Qualifications

    Minimum:

    • High school diploma, GED, or equivalent. (Exceptions may be given for candidates that have an education plan and can prove completion of this educational requirement within one year of hiring)
    • One year of experience in a professional work environment with proficient use of Microsoft office products or comparable programs. (i.e. Excel, Outlook, etc.)

    Preferred:

    • Associate degree from an regionally accredited institution in Business Administration, Office Management, Education, or a related field of study
    • Two years of experience as Administrative Assistant

     

    LCCC DOES NOT SPONSOR H1B VISAS.

      

    Equal Opportunity and Affirmative Action Employer

     

    Laramie County Community College is committed to providing a safe and nondiscriminatory educational and employment environment. The college does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, political affiliation, sexual orientation or other status protected by law. Sexual harassment, including sexual violence, is a form of sex discrimination prohibited by Title IX of the Education Amendments of 1972. The college does not discriminate on the basis of sex in its educational, extracurricular, athletic or other programs or in the context of employment.

     

    The College has a designated person to monitor compliance and to answer any questions regarding the college’s non-discrimination policies:  Please contact: Title IX and ADA Coordinator, Room 205B, Pathfinder Building, 1400 E College Drive, Cheyenne, WY  82007, 307-778-1217,TitleIX_ADA.Coordinator@lccc.wy.edu.

     

     

    http://lccc.wy.edu/

    http://www.lccc.wy.edu/about/humanresources 

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