Administrative Assistant II, Temporary Classified - Advising & Testing

Advising and Testing is seeking temporary administrative assistant support to provide the highest quality customer service to students, faculty, and staff at PPSC, and communicate accurate and timely information to students, faculty, staff, and community members. This position will provide frontline customer service and information to internal and external partners related to academic advising, testing services, and other student services. This position supports the advancement of retention practices, graduation rates, and overall student success across the institution..  

This positions is temporary part-time, not to exceed 28 hours per week, maximum 9-month assignment.   

General Duties

Front Line Customer Service

• Provide direct service to students in person, on the phone, and through email to determine their needs and provide service as appropriate through immediate solution or referral to the appropriate person or department.
• Determines students’ needs and provides services through immediate solution or referral to the appropriate person or department.
• Makes appropriate referrals to other college student services areas in support of students’ academic and personal needs.
• Documents student interactions in accordance with department and institution policies in support of accountability and program assessment.
• Ensures that all relevant information is up to date; including but not limited to: new programs and course changes; important dates; college-wide initiatives; transfer requirements and options.
• Maintains training to use the most up-to-date versions of software programs used in the Advising & Testing Department
• Maintains a clean professional office space with materials on hand to perform functions of the Advising & Testing Department.
• Troubleshoots hardware and software issues.
• Collaborates with internal and external partners to provide equity based, culturally competent, efficient, and fair services.
• Promotes a work environment that provides the highest standard in customer service to students, faculty, staff, and community members.
• Utilizes Knowledge of academic advising procedures and policies; advising information resources; and college’s instructional programs.
• Lift holds as appropriate and assist students with class schedule adjustments.
• Assists students with scheduling appointments for advising, testing, and other services areas at the institution. Check-in appointments for advising and testing services.
• Use Banner student information system, SARS, and EAB Navigate360 to access student records and update student information.
• Provide academic advising support to students referred by advising and testing staff due to complex advising or personal issues.
• Utilize student records systems to gather information and documents student interactions in accordance with department and institution policies in support of accountability and program assessment.
• Respond to general student inquiries and make appropriate referrals to advising teams or other college student services areas in support of students’ academic and personal needs.

Pre-Test Advising

• Provides pre-test advising to students regarding the need for placement testing, including providing test preparation information.
• Evaluates placement based upon documentation of academic preparation (college transcripts, high school transcripts, ACT scores, SAT scores, etc.) following state and institution defined guidelines.
• Process and input transcripts, ACT, SAT, and other placement assessment scores into student’s records.
• Applies knowledge and understanding of the relationship between advising and testing for new and continuing students.
• Demonstrates knowledge of standardized testing, college testing, placement, assessment, and measurement programs.

Marketing, Outreach, and Accountability

• Assists with special events, follow-up, and other service initiatives. 
• Collaborates with internal and external partners to provide equity based, culturally competent, efficient, and fair services. 
• Supports continuous assessment and improvement of processes affecting student retention and success metrics.

Minimum Qualifications

• Completed Bachelor’s degree from a regionally accredited institution; OR completed Associate’s degree with two years of progressively responsible professional level experience performing similar duties to those described for this position; OR four years of progressively responsible professional level experience performing similar duties to those described for this position.