Academic Assistant

Duties And Responsibilities

• Maintain smooth and efficient operation of department activities.
• Work independently and utilize initiative and critical thinking skills in making decisions.
• Process and maintain confidential information.
• Manage calendar and schedule appointments for the Dean.
• Understand and adhere to the timetables required by the college, Department Deans, and the division.
• Order and receive equipment and supplies as needed by programs and faculty.
• Initiate purchase requisitions as needed.
• Facilitate financial forms as needed for budget transfer or purchase orders.
• Provide support for ordering textbooks.
• Provide support to department to reserve meeting rooms, room set up and refreshments.
• Attend program meetings as assigned and record and file accurate and timely meeting minutes.
• Access, input, and retrieve information for word processing, spreadsheet, and database applications along with performing accounting, filing, and other office duties in an organized and efficient manner.
• Access, input, and retrieve information and assist with course scheduling in Ellucian Colleague.
• Gather, assemble, distribute, update and/or file, and retrieve all information, forms, records, and data as requested.

Essential Functions

• Communicate effectively and courteously with students, staff and members of the internal and external communities.
• Be knowledgeable about NICC departments in order to refer students to appropriate personnel for assistance.
• Make travel, hotel, and conference meeting arrangements for faculty as requested.
• Maintain effective and efficient flow of information through calendars, notes, phone calls, memos, e-mail, and correspondence.
• Ensure weekly/monthly reports are processed on a regular basis.

Qualifications

• At least 3 years of recent administrative assistant work experience OR appropriate diploma or associate degree in related field required.
• Experience working in an academic setting preferred.
• Experience with an online management system and registration software preferred.
• Experience using Microsoft Word and Excel and knowledge of office practices and procedures required.
• Ability to work independently on a variety of tasks and responsibilities and act responsibly in the absence of the supervisor.
• Ability to represent the college in a positive manner with students, clients, suppliers, and members of the community required.
• Ability to handle confidential information in a professional manner required.
• Highly organized with excellent customer service skills.
• Possess strong written and oral communication skills.
• Demonstrate accuracy and attention to detail.
• Demonstrate self-motivation and ability to multi-task effectively.
• Personal qualities of a strong work ethic, professional integrity, enthusiasm and self-motivation.
• Equally effective with taking direction, working in teams, or working independently.
• Ability to learn quickly and apply new knowledge effectively.
• Team approach to office environment and job responsibilities.
• Proficient in Microsoft Office applications.
• Experience with Ellucian Colleague valuable.
• Experience in an educational setting helpful.
• Ability to handle confidential information in a professional, ethical manner.