Administrative Secretary - Student Services

About the Role

The Administrative Secretary - Student Services provides complex and confidential administrative and secretarial support to an assigned administrator. This role involves conveying department functions and procedures, ensuring efficient operation of support functions, and coordinating projects and site activities.

Responsibilities

• Collects payments for various processes and events (e.g., tuition, reimbursements) to complete transactions and secure funds.
• Compiles data from multiple sources (e.g., time sheets, calendars, expenditures/budget, Internet research) to prepare reports, make recommendations, and provide information to the assigned administrator.
• Coordinates projects, functions, and program components (e.g., meetings, in-service events, travel, and accommodations) to deliver department services in a timely manner.
• Maintains manual and electronic documents and websites (e.g., budget data, employee records, financial records, reports, Student Services and AEG SS websites) to provide up-to-date and historical information in compliance with administrative guidelines and legal requirements.
• Manages core projects and procedures (e.g., main telephone line for Student Services, administrative hearings, disciplinary action letters, end-of-year reports, and Student Services Department operations reports) to implement year-end summaries of Student Services operations.
• Monitors various activities on behalf of the assigned administrator (e.g., program components, meeting arrangements, account balances, work order status) to achieve goals and meet target dates in compliance with established guidelines and regulatory requirements.
• Participates in meetings, workshops, and trainings to provide or receive information, record minutes, and support attendees' needs.
• Prepares confidential and non-confidential reports, documents, and correspondence (e.g., letters, memorandums, meeting minutes, charts, periodic and ad-hoc reports, operational procedures, manuals) to document activities, provide written reference, and convey information.
• Processes documents and materials (e.g., time sheets, work orders, requisitions, travel reimbursements, budget transfers) to disseminate information in compliance with administrative guidelines and regulatory requirements.
• Provides annual training (e.g., coordinating and training secretaries and registrars) to ensure best practices and adherence to the latest enrollment guidelines, policies, and administrative code requirements.
• Represents the assigned administrator in their absence to convey or gather information required for their job responsibilities.
• Researches topics (e.g., current practices, policies, education codes) to provide information and recommendations addressing administrative requirements.
• Responds to inquiries from internal and external parties (e.g., staff, parents, students, public agencies) to provide information, facilitate communication, and offer direction.
• Supports assigned administrative personnel to assist with administrative functions and responsibilities.
• Supports grant management and demonstrates ability in this area.

Requirements

• Registrar experience preferred.

Pay

Hourly rate: $23.74 - $26.67, depending on experience and qualifications.

Schedule

• 250-day contract.
• 8 hours per day.

Contact Information: Dave Lund, Phone: 801-610-8610, Email: dlund@alpinedistrict.org