Department Assistant (Part-Time)

About the role

This part-time administrative role supports smooth day-to-day operations for a college department by providing frontline customer service, communications, budget tracking, records management, and event support. The position works approximately 26 hours per week, Monday through Friday, typically 8:00 am–5:00 pm, with occasional evening or weekend hours for event support.

Responsibilities

• Serve as the first point of contact for the department office (in person, phone, and email).
• Manage calendars, prepare agendas and minutes, and maintain departmental documents.
• Initiate and track purchases, travel requests, reimbursements, part-time payroll authorizations, and purchase orders.
• Maintain budget and expenditure records, including PCard reconciliation.
• Support department faculty and staff with access to systems and materials.
• Maintain accurate, timely compliance by managing required system data and ensuring students and faculty meet assigned tasks and deadlines.
• Assist students with information and referrals to appropriate college services.
• Maintain department contact information, files, spreadsheets, and shared drives.
• Coordinate printing, mail, and materials for classes.
• Under the direction of the dean or associate dean, send department communications.
• Perform additional duties as assigned to support evolving departmental and institutional priorities.
• Assist with department meetings, advisory committee functions, recruitment activities, special events, and related logistics.

Performance expectations

• Demonstrate professionalism, punctuality, and responsibility while independently managing tasks at the department front desk.
• Maintain confidentiality and accuracy in handling student records and department documents.
• Communicate clearly and respectfully with diverse groups of students, faculty, staff, and campus visitors.
• Take the initiative to identify tasks that need to be completed, ask questions, and seek clarification when needed.
• Exhibit attention to detail and commitment to accuracy when assisting with departmental operations.
• Adapt to shifting priorities and assist with a variety of tasks depending on department needs.
• Welcome, value, and nurture people of all backgrounds, perspectives, and experiences, and support an environment that accepts differences.

Physical activities

Position involves working in an office setting. Occasional (10–33%) standing, pushing, pulling, grasping, and driving to events and meetings away from KCC’s main campus. Frequent (34–66%) reaching and viewing a computer and other types of close visual work. Constant (67–100%) sitting, walking, repetitive motion, talking, and hearing.

Minimum qualifications

• High school diploma or equivalency plus two years of related experience; or an Associate’s degree in a related field.
• Good working knowledge of personal computers and Microsoft Office products, with an emphasis on SharePoint, Outlook, Word, and Excel.
• Knowledge of standard office equipment.

Preferred qualifications

• Associate’s degree in a related field.
• Experience in an educational setting.