Job Details
Office Assistant, Education Opportunity Center
Department: Educational Opportunity Center - TRiO Program
Location: Jerry Sue Thornton Center
Reports To: Program Manager
Recruitment Type: External/Internal
Requisition ID: req4834
Employment Type: Full-Time Support Staff
Union Position: Non-Union
Work Schedule: Standard College Hours: M-F 8:30am-5pm
Number of Openings: 1
Job Description:
SUMMARY
Provides a full range of secretarial and scheduling support to both the supervisor and department.
ESSENTIAL FUNCTIONS
Provides a full range of secretarial and scheduling support
May manage the state mandated paperwork for the department, as well as required college documents
Answers phones and screens incoming calls and mail; responds independently to inquiries, drafts responses for leadership review or refers as appropriate
Coordinates and arranges schedules and meetings, make appointments, prepares agendas, reserves and prepares facilities
Establishes and maintains general files and program participant records
May manage supervisor's calendar and schedules his/her appointments
Arranges programs, events, or conferences at other venues by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budgets
Creates, maintains and tracks applicable departmental information
Composes and prepares both routine and confidential correspondence, letters, memos, forms, reports and other documents
May prepare records, agendas, notices and minutes
May provide clerical support to prepare for audits and the Annual Performance Evaluation (APR)
Provides support to Student Liaison's with participant outreach and appointments
May attend meetings and transcribes notes, meeting minutes and post summary of the minutes
May arrange travel plans and itineraries and compiles documents for travel-related meetings
May provide functional supervision to part-time clerical staff, work-study students and student assistants as needed
Performs other duties as assigned
REQUIRED QUALIFICATIONS
EDUCATION AND EXPERIENCE/TRAINING
Associate's Degree and a minimum of two (2) years; OR a High School Diploma (or equivalent) and a minimum of three (3) years of:
o Demonstrated experience in an administrative role with scheduling responsibilities in a fast-paced, multi-client environment
o Demonstrated experience making sound decisions that affect a work unit or team
Significant related experience may substitute for education
KNOWLEDGE, SKILLS and ABILITIES
Possess strong organizational and time-management skills
Possess excellent written, verbal and interpersonal communication skills
Ability to foster a team environment and work collaboratively
Ability to research effectively
Ability to work accurately with great attention to detail
Ability to prioritize tasks and assignments
Works accurately with great attention to detail
Excellent customer service skills and proven ability to develop and sustain productive customer relationships
Ability to effectively accept direction from multiple levels of the College in various departments
Possess working knowledge of administrative and scheduling concepts, practices and procedures with the ability to apply to varied situations
Demonstrated basic proficiency in Ad Astra or an equivalent program
Demonstrated intermediate proficiency with Microsoft Outlook, Word, Excel and PowerPoint
Ability to confidentially and discreetly handle subject matters requiring privacy and sensitivity
Ability to collaborate on significant projects
Possess sensitivity to appropriately respond to the needs of a diverse population
COMPETENCIES
CRITICAL COMPETENCIES
Service Focus
Communications
Quality of Work
VERY IMPORTANT COMPETENCIES
Collaboration
Adaptability
IMPORTANT COMPETENCIES
Time Utilization
Continuous Improvement
PREFERRED QUALIFICATIONS
EDUCATION AND EXPERIENCE/TRAINING
Demonstrated experience making sound decisions that affect a work unit or team
Demonstrated experience in a role requiring diverse problem solving methods in a variety of situations
PHYSICAL DEMANDS/WORKING CONDITIONS
(The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
The work is performed in a normal, professional office environment;
The work area is adequately lighted, heated and ventilated;
Typically, the employee may sit comfortably to perform the duties of the job and will perform repetitive motions with hands/fingers using a computer mouse and keyboard to type. However, there may be some walking; standing; bending; carrying of light items such as papers, files, pamphlets, books, etc.;
Work may also require walking and standing in conjunction with travel to and attendance at meetings and conferences away from the worksite
EQUAL OPPORTUNITY STATEMENT
Cuyahoga Community College is committed to attaining excellence through the recruitment and retention of a qualified and diverse workforce. Cuyahoga Community College is an equal employment/educational opportunity institution.
Special Note:
Special Instructions to Applicants: During the application process, you may be required to attach a cover letter and/or resume. It is recommended that you have these documents ready to be attached electronically to the online application. This system accepts only MS Word or PDF attachments. Any employment with the College is contingent upon satisfactory completion of a background check and drug screen.
Affirmative Action Statement: Cuyahoga Community College is committed to attaining excellence through the recruitment and retention of a qualified and diverse workforce. Cuyahoga Community College is an equal employment/educational opportunity institution.