Administrative Assistant to the Dean
Job Classification
Pay grade level: Grade 11
Compensation: $36,376 – $50,017. Compensation will be commensurate with education and experience.
Employee category: Staff
Position Type: Full-Time
FLSA status: Non-Exempt
Position Details
Job Code: AA002FTNAAD
Department: Arts, Communications, & Humanities
Division: Academic Affairs
Reports to: Dean of Arts, Communications, & Humanities
Positions Supervised: None
Location: Primarily Main Campus, but any college location assigned by the appropriate administrator
Job Purpose
Provide support to the Dean in administering functions of the Division. In addition to providing administrative assistance, this individual will assist with tasks that advance the mission of the Division.
Position Description
- Complete all assigned tasks to facilitate day-to-day functioning of the division office.
- Produce and maintain minutes for division and coordinator meetings as assigned.
- Maintain open lines of communication within the division via phone, email, and portal.
- Prepare and maintain division files, both electronic and paper files.
- Ensure accurate course offering information through Ellucian, including assignment of faculty contracts.
- Assist Dean with preparation of faculty load, overload, and adjunct load.
- Assist with gathering data and maintain the schedule for faculty evaluations.
- Maintain a database of adjunct and full-time faculty members.
- Coordinate usage of Ad astra for scheduling meetings and other division related events.
- Assist the Dean and coordinators with providing accurate course and program information through the KCKCC catalog, syllabi and other informational materials and communications.
- Assist with marketing the division through social media, promotional materials, and the KCKCC website.
- Gain understanding of the departments, courses, and activities of the division to answer questions for individuals requesting information.
- Provide support to departments within the division as assigned by the Dean.
- Other duties as assigned.
Knowledge, Skills, and Abilities
- Excellent written and oral communication skills.
- Excellent customer service skills.
- Excellent organizational skills and attention to detail, accurately analyzing, prioritizing, and completing assignments.
- Demonstrated initiative, self-starting, ability to work independently.
- Ability to utilize technology, including the Microsoft Office suite, to improve efficiency and effectiveness.
- Ability to manage work on multiple tasks simultaneously.
- Ability to handle confidential information appropriately.
- Ability to perform under pressure in a fast-paced office environment.
Position Qualifications and/or Education
Minimum Qualifications and/or Education
- High School Diploma or GED equivalent.
- Minimum of three (3) years’ experience in coordination of all aspects of office management.
Preferred Qualifications and/or Education
- Associate Degree or higher with coursework in computer skills, human relations, and/or business.
- Experience working in higher education.
- Experience with Ellucian.
Physical Requirements
While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and occasionally push or lift items. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Schedule
40 hours per week, during regular hours of Monday – Friday 8:00 am – 4:30 pm. Must be able to work a variable schedule/hour to meet operational needs. May require evening and weekend hours.
To Apply
Visit www.kckcc.edu and click on CAREERS for a list of available positions.
- Read the job announcement carefully noting the initial screening date, minimum qualifications, and required information. Note that information contained in your application materials will be used to determine if you meet the minimum qualifications for the position. Make sure you complete/submit all the documents listed as required.
- If the position lists a required transcript (during the application process) unofficial transcripts may be submitted. However, please note that upon selection for hire, you will be required to submit official transcripts.
- Ensure that your transcripts show that a degree was awarded or conferred if you are stating that it is your highest level of education completed. If you certify your level of education and it cannot be verified from your transcript(s), your application may not be referred to the selection committee.
- Foreign degrees are acceptable provided they have been translated and/or shown to have equivalency to a United States: Associate, Bachelor, Master, or Doctorate level degree.
- Documentation verifying completion of a degree, course work within a discipline, or other educational criteria should be electronically attached (uploaded) to your application.
- Three (3) professional references with phone number and email addresses are required.
- A college selection committee is responsible for application review and interviews. The final candidate(s) selected to be hired will be made by the hiring manager.
- Successful completion of a background check on all persons recommended for employment is required Individual hiring departments may elect to administer pre-employment tests, which are relevant to essential job functions as part of the applicant selection/hiring process.
***This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. This job description may be revised upon development of other duties and changes in responsibilities.
KCKCC is an Equal Opportunity and Affirmative Action Educational Institution