Salary: $33,600.00 – $36,000.00 Annually
Location : New Bern, NC
Job Type: Full-Time
Job Number: 2023-00072
Division: Instruction
Department: Liberal Arts & University Transfer
Opening Date: 10/26/2023
Closing Date: 11/15/2023 5:00 PM Eastern
Occupational Summary
The Senior Administrative Assistant is responsible for creating and maintaining a productive front office work environment, ensuring high levels of organizational effectiveness and customer service. This position is also responsible for performing technical and administrative duties in support of LAUT courses, sections, payroll, fiscal, and special programs management.
Essential Duties & Responsibilities
- Selects, supervises, schedules, trains, motivates and evaluates a team of front office administrative employees
- Facilitates the provision of excellent customer service and assistance for all internal and external customers through walk-in, telephone and email
- Coordinates and oversees LAUT departmental budget, ensuring that GL codes are sufficiently funded and transferring funds as necessary
- Analyzes, tracks, updates, and makes projections of part-time faculty costs to continually evaluate the availability of funds throughout the fiscal year to ensure that LAUT Dean and Chairs have up-to-date data on staffing costs
- Manages, develops, and monitors financial budgets for LAUT programs including PTK, Encore, SEAS, C-Step, and Study Abroad; ensures program budgets are properly funded and works collaboratively with LAUT Dean and program advisors to ensure a balanced budget
- Manages audits of accountabilities for LAUT courses in attendance tracking, census reporting, and grade submission to ensure compliance with internal and external entities
- Manages and evaluates workflow processes within the LAUT Center, and/or in conjunction with other departments to make recommendations and implement process improvements
- Creates and maintains program advising forms, processes, procedures and policies for implementing a consistent combined course library, programs of study, and catalog for LAUT
- Audits, creates, and inputs all course section offerings for LAUT Programs by working closely with staff to ensure hours and schedules match; ensures all course offerings are available for registration
- Creates, updates, and troubleshoots Informer reports as needed to ensure LAUT Dean and Chairs have access to real-time data for enrollment management, course fill rates, course schedule hour review, and other needs; shares Informer reports with other departments as requested
- Provides orientation, Moodle training, TimeClock Plus and support to full-time and part-time faculty and staff members; serves as an instructional resource for LAUT faculty
- Oversees the completion of all personnel action forms for the department; ensures correct budget and position codes are utilized by working with other departments
- Creates, maintains and distributes all adjunct faculty and full-time faculty overload payroll contracts; manages workloads to ensure allowable hours are not exceeded
- Develops and submits LAUT textbook orders each semester; works closely with Chairs and Coordinators and outside vendors to ensure all needs are met
- Participates in appropriate committees and task forces as assigned
- Performs other job-related duties and projects as assigned in support of the College’s mission, core values and goals
Minimum Qualifications
Associate’s degree in business or office administration or closely related field from a regionally accredited institution of higher learning.
Three (3) years’ experience in an office environment.
Preferred:
Bachelor’s degree from a regionally accredited institution of higher learning.
Experience with Colleague, Moodle and Informer.
Knowledge, Skills and Abilities
Knowledge
- Knowledge of modern office procedures, methods and computer equipment and software
- Knowledge of college programs, services and procedures relating to LAUT Programs
- Knowledge of State Board of Community Colleges Code (SBCCC) and other governance documents dealing with processes and procedures
- Knowledge of customer service principles
- Knowledge of LAUT offerings
Skills
- Advanced computer skills and technical proficiency in Microsoft Office applications
- Effective time management and organizational skills
- Attention to detail and high level of accuracy
- Managing personnel resources through motivating, training, developing and directing people as they work
Abilities
- Perform basic arithmetic calculations
- Ability to analyze, develop, establish and maintain efficient office work flow and administrative processes
- Ability to analyze and solve problems
- Prioritize tasks and meet established deadlines
- Ability to handle confidential information with absolute discretion
- Ability to communicate effectively both verbally and in writing
- Establish and maintain effective working relationships with those contacted in the course of work
- Commitment to diversity, equity and inclusion; demonstrated ability to work effectively with a culturally diverse workforce, including those with different levels of academic preparation and varying physical and learning abilities, and socioeconomic levels
Craven Community College offers a comprehensive benefit package to full-time employees including medical insurance, participation in the North Carolina State Retirement System, leave, paid holidays, dental, vision, Flexible Spending Account and various other benefits.
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