Departmental Assistant- Academic Advising Center

Department: Counseling    Work Location: Main Campus

About the role

The Departmental Assistant is dedicated to the learning-college concepts by developing programs and facilitating activities that promote student success and lifelong learning. The Academic Advising Center and New Student Orientation is a fast-paced environment providing services to thousands of students annually. Departmental Assistants are key team members supporting the welcome desk check-in process, sorting departmental email, answering phone calls, providing basic answers to common questions, and supporting the Academic Advisors and staff as they provide services to students.

Responsibilities

• Performs a variety of clerical and typing duties specific to the office of assignment, requiring knowledge of procedures, functions, and software programs used by that office.
• Maintains front-office management and department organization, including filing, organizing, and updating correspondence and other records according to established file classification system(s).
• Reads and routes incoming mail; locates and attaches appropriate files to correspondence; prepares outgoing mail; and monitors the department’s email.
• Composes, types, and sends emails, letters, and correspondence without supervision. Types memoranda and records from copy or rough draft, some of which may be confidential.
• Assists in compiling periodic reports or other departmental material on the basis of general instruction.
• Answers telephone, assists callers, routes calls to appropriate officials or departments, and places outgoing calls without supervision.
• Schedules appointments for supervisor and staff as needed.
• Greets visitors, ascertains nature of business, and refers them to the appropriate person or department.
• Assists, corresponds, and interacts with students daily, serving as a liaison between students, parents, faculty, staff, and the department; refers them to appropriate on- and off-campus resources; and provides technical assistance.
• Records minutes of staff meetings as needed.
• Makes copies of correspondence or other printed matter.
• Assists with department budget as needed.
• Supports student employees and department tutors as needed.
• Schedules, administers, and/or proctors classroom and placement tests as needed.
• Oversees department equipment checkouts if needed.
• Maintains the department’s database.
• Represents the department at various campus events to connect students with department resources.
• Performs related duties as assigned.

Requirements

• High school diploma or general education degree (GED) with some specialized training (educational or vocational).
• Minimum of one (1) year of related experience as a clerk typist or secretarial experience in a general office environment.
• Ability to read and comprehend instructions, short correspondence, and memos.
• Effective communication and interpersonal skills.
• Ability to work independently and exercise good judgment.
• Ability to type 30 words per minute.
• Proficiency in using a computer and Microsoft Office.
• Ability to learn and use various department-specific software programs.
• Good organizational skills.

Benefits

• Health, dental, and vision insurance
• Life insurance and optional life insurance
• Disability insurance
• Tuition reimbursement and MVCC tuition waiver for benefit-eligible employees and family
• SURS Retirement plan
• Paid time off: vacation days, holidays, sick leave, personal days, and bereavement days
• Tax-sheltered annuity plans

Pay

$16.12–$17.23 per hour

Schedule

Full-time, Monday–Friday, 8:00 a.m.–4:30 p.m. Hours may vary during certain times of the year.