Administrative Assistant II - Academic Affairs

Title: Administrative Assistant II - Academic Affairs

Salary Range: $2,640/mo

Contract Term Length: 12 Months

Standard Hours: 37.5 hours per week

Work Location: On-Site

FLSA Status: Non-Exempt

College: Hopkinsville Community College

Campus Location: Hopkinsville Community College

Department: Academic Affairs

Total Rewards

Hopkinsville Community College offers a competitive benefits package and an attractive work environment that supports excellence, innovation, and creativity including:

• Exceptional health care, vision, dental coverage for you and your family
• Tuition reimbursement/waiver for you, your spouse, and dependents
• 403(b) retirement plan: a 5% employee contribution receives a 10% employer match
• Vacation/Sick Time
• Work-Life Balance
• 9.5 Paid Holidays
• 2 Weeks Institutional Closing Pay (Last 2 weeks of December) for qualifying positions
• Employee Assistance Program

Job Summary

The primary purpose of the full time Administrative Assistant II is to provide administrative support to the Academic Affairs department, as well as the Professional & Technical Studies division.

Job Duties:

1. Purchasing:
a. Purchase, process, and maintain instructional and office supplies for all Academic Affairs divisions and the Fort Campbell campus.
b. Place orders and communicate with vendors on order status.
c. Track supplies.
2. Financials and Budget:
a. Enter and track ProCard requests via PeopleSoft Financials.
b. Maintain proper record keeping for weekly and monthly ProCard reports.
c. Maintain current expense budgets for faculty divisions of Academic Affairs, Fort Campbell Campus, and Academic Foundations.
d. Update Division Chairs and Vice President for Academic Affairs on budget spending and balance availability.
3. Travel:
a. Book flights and make lodging reservations for faculty and Vice President for Academic Affairs.
b. Complete professional development registration forms and pay registration fees for faculty and Vice President for Academic Affairs.
c. Assist faculty and staff with travel approval paperwork and expense reports.
4. Administrative Duties:
a. Provide comprehensive administrative support to the Professional and Technical Studies Division.
b. Greet students and visitors, assist with appointments, deliver messages, and respond to various needs or questions from the general public.
c. Process Memoranda of Agreement and advising committee updates.
d. Post Professional and Technical Studies division data into college database and servers.
e. Attend and record division and advisory meetings. Prepare and distribute meeting minutes.
f. Collect and add Professional and Technical Studies courses to the academic schedule.
5. Other duties as assigned by the Division Chair/Vice President for Academic Affairs.

Minimum Qualifications:

1. Associate degree and one year related work experience, or the equivalent.
2. Excellent written and oral communication skills.
3. Must be a self-motivator, who can take initiative, meet deadlines, and accomplish tasks with little direct supervision.
4. Positive, problem-solving attitude.
5. Highly detailed and accurate in all data entry, organized and efficient in coordinating a variety of activities.
6. Exceptional technology skills, including highly knowledgeable in Microsoft Office, with the ability to learn quickly and adapt to new, industry-specific software.
7. Ability to multi-task in an open office environment and respond to issues and concerns that affect the department, along with other college departments.

 

Employee Rights - Employee Polygraph Protection Act

Equal Opportunity Employer - The Kentucky Community and Technical College System is an equal educational and employment opportunity institution.