Laramie County Community College

  • Administrative Assistant II, Student Life

    Job Location US-WY-Cheyenne
    Posted Date 1 month ago(12/14/2018 12:39 PM)
    ID
    2018-2342
    # 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. 

     

    A cover letter detailing how you meet the minimum and preferred qualifications for this position is required. You can upload a cover letter when you create an applicant profile.

     

    Job Summary:

    Core responsibilities of this position include:

    The Administrative Assistant, Student Life position is a full-time, 12-month, and benefited position directly responsible for managing all reception, scheduling and administrative functions related to the Counseling and Campus Wellness ,and Disability Support Services operational functions, supporting the Dean of Students and other areas of Student Life as directed. The position responsibilities include, but are not limited to, develop and maintain appointment schedules and records; compile agendas and record minutes for meetings; coordinate and complete department inventory; compile information for reports and correspondence; respond to inquiries requiring extensive knowledge for college and department operations, policies and procedures; maintaining effective public relations, notifying staff of emergency situations, and most importantly maintaining the confidentiality of Student and Employee information. The Student Life Administrative Assistant must effectively collaborate with a variety of offices and personnel across campus. 

    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.

     

    Benefits: For full listing of benefits, visit Benefits.

     

    Compensation: Minimum $13.39-15.40/hr. 

     

    Priority Screening Date: Position is open until filled. For full consideration, apply by January 9th, 2019.

     

    Starting Date: As soon after hiring process as practical.

     

    For information about Cheyenne, visit http://www.lccc.cc.wy.us/about/welcome.

    Essential Functions

    Essential Functions: 

    Customer Service:

    • Create a welcoming environment to meet and great students and employees as they come into the office
    • Provide positive representation of the department in the reception/administrative support for all Student Life professional employees: answering phone calls related to various areas of Student Life; directing student, parent and community member inquiries to the appropriate personnel; maintaining calendars and scheduling appointments for all professional staff in Student Life
    • 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 department functions and major events through providing central communications, walking visitors/students to their course locations, and providing general guidance to campus course locations 

    Department Administrative Support

    • Support the overall administrative functions of the department through following applicable program, department, and College procedures, policies, and completing forms
    • Support department financial functions including: Purchasing Card (P-Card) transactions, reconciliation of purchases, and completion of Limited Purchasing Orders (LPOs)
    • Support the department supervisor with department budgets, including: annual budget preparation, transaction tracking, outstanding balances, and any required reporting
    • As necessary, inventory, order, and disburse required supplies
    • Complete travel requests, conference registrations, lodging and travel arrangements, and calculating budget expenses for the area supervisor
    • Provide office support through coordinating and completing office schedules; generating correspondence; maintaining of office records; creation of reports; updating of office forms and materials; and disbursement mail
    • 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.)
    • Complete and maintain a tracking system for all Personal Action Forms (PAF) for the Department Office, coordinate with necessary offices (Dean, Vice-President, Human Resources) to insure forms are process in a timely manner
    • Assist with logistics and planning of department functions including scheduling meetings, ordering food or beverage services, creation of meeting materials, and documenting meeting minutes
    • Situational assessment requiring discretion and communication, which often includes explaining policies and procedures with issues related to confidential matters
    • In accordance with College policies, respond to emergency situations involving internal and external customers
    • Professionally field requests from the department personnel to have law enforcement, emergency medical services, and/or campus safety assist with student/campus incidents
    • All other duties as assigned

    Nonessential Functions:  

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

    • 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
    • General office duties including but not limited to: Support general office tasks in filing, scanning, sorting, copying and delivering paperwork; database input support; stuffing mailing envelopes; providing general customer service; supporting special projects; and overall assisting the operational functions
    • Support and attend department events, projects, and functions; may occur outside of normal business hours

    Knowledge, Skills, and Abilities:

    • Knowledge of relevant college policies, procedures and practices with the ability to answer questions and/or interpret and apply these policies and procedures correctly in various situations
    • 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, staff, students, 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 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 other’s needs, collecting necessary information, and follow-through when requested
    • Ability to travel when necessary
    • Ability to react calmly and act professionally in emergency or high conflict situations
    • 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:

    • Associate Degree from an accredited institution or five years of direct experience in an office, customer service, or educational setting
    • One year experience providing customer service and assistance in a detailed, computerized, data oriented work environment

    Preferred:

    • Bachelor’s Degree from an accredited institution
    • Two years of direct experience in an office, customer service, or educational setting

     

    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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