Assistant to the Deans of Justice Studies and Fire & Emergency Medical Services

About the role

This position provides support for the divisions deans, faculty, staff, public, students and other areas of the college.

Responsibilities

• Provides administrative office support the Dean of Justice Studies and the Dean of Fires & EMS
• Responds to email and answers the phone, dispenses appropriate information, schedules appointments and interviews for the Deans when needed, refers and screens calls when appropriate
• Oversees and ensures the accuracy of the end of the month processes to include monthly payroll, reports, daily logs, travel reimbursements, and time sheets
• Establishes and maintains record keeping systems that accurately show financial accounting for events and activities and files timely reports to external departments for grants and other funding
• Acts as back up for departmental administrative support to be able to prepare part-time contracts and monthly payroll information; coordinates with HR and accounting office for payroll issues
• Takes initiatives to solve problems, division issues, and campus issues to assist the Deans
• Acts as liaison between Deans, faculty, and other areas of the college
• Manages acquisitions, interprets financial reports, and applies data to maintain budget balances
• Processes, monitors, and maintains instructional, non-instructional, and third-party contracts
• Acts as back up for departmental administrative support to be able to create and maintain course sections from beginning to completion
• Verifies accuracy and ensure compliance of departmental courses with Workforce Development and curriculum Registrar
• Manages the accuracy and completeness of all travel authorization requests, travel reimbursement requests, and monitoring all travel expenditures against the divisional budget allocations
• Maintains accurate and confidential employee information for the division
• Prepares correspondence and/or information of a routine nature as instructed by the Deans
• Schedules, reserves rooms, and coordinates attendance of division meetings; prepares agendas and takes meeting minutes
• Manages the distribution of procedures regarding collection, review, and documentation of official class roll/attendance reports and grade lists verifications
• Develops systems and processes to improve efficiency and streamline workflow within the divisions
• Makes requests for divisions website updates as needed
• Verifies all documents requiring the Dean's signature for accuracy and completeness
• Schedules regular meetings with the Assistant to the Provost of Public Safety, and assists in recommending professional development for divisional secretaries
• Reports and coordinates office moves, repairs, computer repairs with the PSEC Director of Campus Services

Qualifications

• Associate degree
• Five years experience providing support in an office environment
• Must have intermediate to advanced skills with MS Office products, specifically with MS Teams, MS Word and MS Excel

Skills & Abilities

• Excellent written and oral communication skills
• Strong time management skills with demonstrated ability to multi-task and set priorities within tight timelines
• Excellent customer service skills
• Ability to maintain confidentiality
• Ability to work with a high degree of accuracy in a fast-paced office environment
• Ability to maintain records accurately and be able to meet deadlines consistently
• Ability to work independently under minimal, general supervision
• Maintains a professional presence and demeanor while working in a multi-tasking environment

Requirements

• Knowledge of Ellucian Colleague system and Informer