Instructional Office Assistant
- Perform clerical duties, which may include word processing, order receiving, inventory tracking of supplies and equipment, report/document preparation and data entry using software such as MS Word, Excel and other designated systems/software. Provide accurate data for reporting purposes. Secure meeting rooms as requested.
- Answer telephones, direct calls to appropriate personnel or answer inquiries and transmit instructions. Greet campus visitors, students, faculty, staff, and the general public in a friendly and professional manner. Evaluate situations and when necessary, direct person to appropriate staff member and follow up to ensure the problem is resolved.
- Prepare outgoing mail; pick-up and distribute incoming mail to appropriate personnel.
- Prepare requisitions for supplies, equipment, and miscellaneous expenditures, follow up on the processing of purchase orders as needed. Receive orders/products shipped to the department, check contents against packing slip and return verified packing slip to designated staff. Expedite materials or actions. Maintain appropriate levels of materials and supplies for department and order according to college purchasing procedures
- Serve as liaison between students, associate faculty, and staff. Answer multi-line telephones, directing callers to the appropriate personnel, answering inquiries. Provide back-up support to staff.
- Initiate and or collect appropriate paperwork from or on behalf of students, faculty, staff, and community and handle appropriately and in a timely matter
- Contribute to the development of various materials for the department. Use equipment such as copier, fax as requested by staff, and ensure faxes are received. Contact vendor assistance when needed.
- Maintain confidentiality of all records and contacts.
- Assist with the editing of campus web page and event planning when requested; attend the annual adjunct faculty meeting on the assigned campus as needed. Supplemental Functions
- Perform other duties as assigned.
- Perform all duties and maintain all standards following college policies, procedures and Core Values.
- Intermediate Microsoft Office knowledge
- Knowledge of bookkeeping/accounting
- Knowledge of department/division policies, procedures, and programs, as well as policies and procedures of outside agencies with whom the department/division interacts
- Knowledge of department/division systems (i.e., Ad Astra, ERP software/system, CougarMart, ARGOS, etc.)
- Knowledge of department/division specific equipment and supplies
- Good organizational skills
- Excellent proofreading skills
- Creativity and flexibility
- Excellent interpersonal relationship skills
- Collaboration skills
- Customer Service skills
- Problem-solving skills
- Conflict management skills
- Ability to multi-task
- Ability to be self-motivated and meet deadlines under pressure
- Ability to operate, understand, and prepare reports using department-specific software and systems
- Ability to maintain department information accurately
- Ability to pay close attention to detail
- Ability to maintain confidentiality
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