Administrative Assistant

Applicants must be authorized to work in the United States. All employees are expected to maintain a permanent residence within the State of Utah as a condition of employment. New employees must provide a valid Utah residential address within 30 days of their start date.

About the Role

Salt Lake Community College Career Services helps students understand who they are, what they want to do professionally, and how to get there. The office runs student employment, employer engagement, and career coaching. The Administrative Assistant is the operational backbone of this work: this role keeps the office running, manages its budgets and systems, and gives the Director and Leadership Team the capacity to focus on students and strategy. The Administrative Assistant owns office operations, manages over $1,000,000 across program and grant budgets, runs the personnel and payroll processes behind a large student employment program, and serves as a member of the office's leadership team.

Responsibilities

• Preparing and maintaining fiscal and budgetary records
• Coordinating appointments and meetings
• Handling personnel and human resources paperwork, including PAFs and payroll processing for student employees
• Maintaining and ordering office supplies
• Collecting, organizing, and analyzing data for specialized reports
• Collaborating with Career Services staff across student employment, employer engagement, and career coaching
• Processing and disseminating information to internal and external constituents
• Clerical duties such as e-filing and relaying messages
• Assisting in managing the office and departmental events, on campus and/or virtual
• Handling work of a confidential nature
• Managing daily operations of the Career Services office, including workflows, procedures, supplies, equipment, and the department's physical space
• Informing and training Career Services staff on office and college procedures, processes, and protocols
• Overseeing administrative processes for onboarding and offboarding, including access, clearance, equipment, and workspace setup
• Coordinating departmental events, staff retreats, and morale initiatives from planning through execution
• Supporting event management for departmental programming, including job fairs and career events
• Managing professional development requests, including in-state and out-of-state travel arrangements and paperwork
• Managing the team's shift schedules and campus locations, coordinating coverage across service points
• Serving as a member of the leadership team by role modeling positive behaviors and holding team members accountable to team values
• Tracking and managing over $1,000,000 across the office's base, revenue, program, and grant budgets, including Student Employment and Job Fairs
• Preparing monthly budget reports for the Director and supporting budget reconciliation
• Establishing and maintaining bookkeeping practices that give leadership a clear, current picture of the office's finances
• Processing fiscal paperwork, including requisitions, purchase orders, reimbursements, fund transfers, reallocations, purchasing card statements, vouchers, and grant expenditures
• Supporting employer engagement budgets, sponsorships, and related revenue tracking
• Running personnel and payroll processes for the office, including PAFs, job postings, and HR paperwork supporting a large student employment program
• Maintaining and supporting office systems and platforms, including records, data entry, and access requests in college HR, finance, and career services systems
• Collecting, organizing, and analyzing office data for annual reports and specialized reporting
• Supporting the collection and reporting of data for career outcomes, including First Destination Survey processes
• Keeping accurate records of staff and committee meetings through effective minutes
• Managing the Director's calendar, anticipating, planning, and scheduling internal and external commitments
• Preparing the Director for meetings by gathering and researching information, maintaining relevant files, and briefing them on important matters
• Researching, compiling, and disseminating information to the Career Services team
• Managing the Career Services email inbox and voicemails, and responding to inquiries from students, staff, other SLCC departments, and the public
• Providing backup coverage for the Career Services front desk and performing general clerical functions as needed
• Other duties as assigned

Requirements

• Associate’s degree or two years post high school
• One (1) to four (4) years of related full-time experience
• Experience using Microsoft programs (Excel, Word, Outlook)
• Experience working with budgets

Trade off 1:1 in experience/education requirement. Part time experience may be considered on a prorated basis.

Skills

• Ability to track, reconcile, and manage a budget of over $1,000,000, including forecasting, expense monitoring, and reporting
• Knowledge of accounting principles and financial recordkeeping practices
• Experience processing payroll and HR transactions, including job postings, PAFs, and timekeeping, with accuracy and adherence to deadlines
• Advanced Excel skills, including formulas, pivot tables, and data collection, cleaning, and analysis
• Ability to build and maintain assessment and analytics processes, including gathering data, tracking outcomes, and preparing reports for leadership
• Knowledge of Microsoft Office applications, including Word, Excel, Outlook, and SharePoint
• Ability to develop, document, and improve administrative processes and procedures
• Ability to maintain confidentiality with sensitive personnel and financial information and keep accurate, organized records
• Ability to manage multiple calendars, coordinate scheduling, and work with external stakeholders and vendors
• Ability to plan and execute events, including logistics, contracts, and budget tracking
• Ability to meet deadlines, prioritize competing demands, and remain flexible with changing needs
• Demonstrated human relations and effective communication skills, with a focus on service to students, staff, and campus partners
• Superior organizational skills with strong attention to detail
• 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

About the Employer

Salt Lake Community College is Utah’s largest open-access college 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 8 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 perspectives. A respectful work environment is its top priority; academic excellence and lasting transformation occurs when we can 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 students and being a model for inclusive and transformative education.