Assistant to AVP of Academic Affairs - Office & Administrative Specialist Principle

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Working Title:

Assistant to AVP of Academic Affairs - Office & Administrative Specialist Principle

Institution:

Century College

Classification Title:

Office & Admin Specialist Prin

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

White Bear Lake

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$23.76 - $33.85

Job Description

Position Purpose

This position exists to provide assistance to the Associate Vice President of Academic Affairs, and the Academic Operations office. Executive assistance includes monitoring budgets, engaging in research and gathering information to support decision-making, coordinating communications with other administrative units and organizations, documenting division processes, managing core division documents, as well as providing back up for both curriculum management, and scheduling tasks.

Position Responsibilities

• Provide executive assistance to the Associate Vice President of Academic Affairs to ensure the goals of the division are accomplished.

• Manage the operations of Academic Affairs and Academic Operations.

• Serve as back up for curriculum support and scheduling.

• Support the management of articulation agreements. (Curriculum management)

• Support Academic Affairs events and processes.

Salary Range:

$23.76 – 32.06/hour

(DOQ – Salary Placement will be done at time of hire.)

Minimum Qualifications

• English sufficient to speak, write, and edit materials, including correct spelling, punctuation and grammar, to ensure the accuracy and completeness of oral communication and written materials.

• Word Processing/Database Management/Spreadsheets/Presentations – Proficiency with standard computer software programs to create, modify, and manage word documents, spreadsheets, and basic databases. Ability to use email, word processing, spreadsheets, and electronic database applications to research and prepare reports, letters, memos, and emails (Access, Microsoft Office Suite, and SharePoint).

• Customer Service Skills – On the phone, in person and online to provide effective general and specialized office support. This requires listening, common courtesy, tact, empathy, interest in positive problem solving, the ability to organize ideas logically, and the ability to persuade.

• Accounting/Budgeting/Expense Experience – Ability to perform or learn to perform administrative support work for the work unit’s expense and budget administration.  Ability to analyze a variety of data and information, select, and integrate relevant elements into responses and reports.

• Development of administrative and programmatic procedures – Ability to document and improve processes and make recommendations to management for new or revised administrative and program practices and procedures for smooth and efficient office operations.

Preferred Qualification 

• Bachelor’s degree preferred or 4 years of related work experience.

• Knowledge of ISRS (Integrated Student Registration System).

• Knowledge of EMS (schedule management system)

• Knowledge of Modern Campus Catalog and Curriculum.

• Knowledge of MN State policies and procedures.

• A general understanding of curriculum and degree requirements.

• Knowledge of equity issues and experience working with diverse populations.

• Analytical skills – Ability to review information, select relevant aspects and integrate into meaningful responses and reports. Research a variety of topics and summarize information into clear and concise correspondence and reports.

• Self-motivated/Shows initiative - Organize and prioritize one’s own and others work.

Other Requirements

To facilitate proper crediting, please ensure that your resume clearly describes your experience in areas listed and indicates the beginning and ending month and year for each job held.

This position requires successful completion of employment references and a driver’s license background check.

Work Shift (Hours / Days of work)

Monday – Friday 8:00am – 4:30pm

Telework (Yes/N