Administrative Assistant - Advising (Administrative Assistant II)

Title: Administrative Assistant - Advising (Administrative Assistant II)

Salary: $37,747.00

Standard Hours: 37.50

Work Location: Discretionary Hybrid

FLSA Status: Non-Exempt

College: Gateway Community & Technical College

Campus Location: Gateway Covington

Department: Advising

Total Rewards

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

• Exceptional health care, vision, and 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

Provide routine administrative support to the Advising department in alignment with unit goals. Uses multiple communication methods to assist students and promote their successful matriculation and persistence. Supervises, trains, and coordinates student workers to ensure consistent service delivery and effective departmental operations.

Job Duties:

• Provide phone, email, and text coverage as well as proactive monitoring and communication for academic advising scheduling for applicants and students.
• Serve as an occasional point of contact for individuals and groups, providing basic organizational information.
• Support resolution of barriers to access to academic advisors and enrollment by providing appropriate referrals, accurate information, and excellent customer service.
• Update student records and ensure compliance with college and FERPA regulations.
• Prepare daily academic advising appointment reporting.
  
• Support all stages of advisee assignments, including initial assignment and proactive advisor assignment updates to meet college needs.
• Provide subsequent student communication informing students of advisor assignment changes.
• Provide reporting detailing advisor loads to the Director and Academic Leadership.
  
• Support department initiatives, events, and communication for applicants, students, staff, and faculty.
• Communicate daily with students regarding pre-academic advising information and support.
• Add important academic and college calendar dates to the team calendar and monitor campus hours.
• Prepare team meeting agenda documents using an established template.
  
• Provide supervision, mentoring, and training for student employees to ensure they are effective in their roles.
• Coordinate consistent phone, email, and inquiry coverage by delegating tasks to student employees and proactively identifying any needs for additional coverage to ensure seamless operations.
• Communicate pertinent information effectively with student employees, team members, and the Director.
• Perform additional duties as assigned to support departmental operations and goals.
  
  

Minimum Qualifications:

• Associate's degree or equivalent
  
• 1 to 3 years or relevant experience
  
• Strong organizational and time-management abilities to manage advising, scheduling, communication, and reporting.
• Ability to provide accurate information and high-quality customer service to applicants, students, faculty, and staff.
• Ability to maintain confidentiality and ensure compliance with FERPA and institutional regulations.
  
• Detail-oriented, self-motivated, able to work independently and adapt seamlessly to fast-paced, dynamic environments.
  
• Skilled in engaging and supporting students from different cultural and socioeconomic backgrounds.
  
• Excellent verbal and written communication skills.
  
• Proven ability to manage multiple priorities effectively and meet tight deadlines.
  
• Proficient in Microsoft Office (Excel, Forms, Outlook, Teams, SharePoint, Word) 

Preferred Qualifications:

• Familiarity with practices and processes common to higher education, particularly those connected to services supporting students.
• Background in supporting or coordinating events and activities within academic or student-service environments.
• Skilled in supervising, training, or mentoring student employees in academic or service-oriented settings.
• Proven ability to provide administrative support for events and meetings, including scheduling, logistics, and communication.
  
• Previous experience in a community college setting
  

Discretionary Hybrid - This position may be considered for a discretionary hybrid work arrangement following the successful completion of the probationary period. Approval of any hybrid schedule is contingent upon supervisory authorization, alignment with institutional operational needs, and adherence to a maximum of two (2) remote workdays per week.

Employee Rights - Employee Polygraph Protection Act

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