Job Information
SALT LAKE COMMUNITY COLLEGE Administrative AssistantI,Workforce Training & Education in SALT LAKE CITY, Utah
Under minimal supervision provide secretarial and administrative support to the Assistant Vice President, Workforce Training & Continuing Education.
Preform administrative assistant duties including word processing and spreadsheet software to compile, write and edit correspondence, reports and contracts. Operate and organize electronic mail and files; create and maintain files, records, data, contracts, inventories, mailing lists, travel records, purchasing requisitions, etc. in both hard copy and electronic formats. Assist in tracking budgets and expenditures for dozens of accounts and multiple funding sources. Schedule and plan meetings; make and coordinate travel arrangements; create and maintain calendars; and, perform research and analytic functions. Screen telephone calls and recorded messages, receive and distribute mail, operate copy machines, fax machines, scanner and other office equipment. Be proactive in responding to follow-up items. Take meeting minutes. Safeguard confidential information. Represent the Division and College professionally. Know and follow College polices and procedures.
Perform administrative functions which may include operating work processing and office equipment to compile, write, and edit quality finished memoranda, correspondence, reports, etc.; operate electronic mail and filing systems, performing receptionist duties, scheduling meetings, coordinating travel arrangements, screening calls and recording messages, maintaining files, entering data, maintaining a database, performing research and analysis functions, preparing and writing reports, receiving and distributing mail, composing business correspondence, attending meetings and taking minutes. Track Division inventory, including specialized training facilities and computer labs. Assist program managers in setting up Program Advisory Meetings.
Process fiscal and budgetary documents which may include departmental requisitions, inventories, personnel and employment records, and budget reconciliations. Specifically track expenditures of revenues to self-supporting operations. Track expenditures and assist in ensuring appropriate use of various funding sources including E&G, grant and any restricted funds. Handle related invoicing. Assist other Budget Center Managers on the team, as requested.
Manage general affairs of the office which may include possible supervision of work study and part-time employees, work with confidential information. Disseminate general information to students, employees, and others; may explain Department and College policies and procedures. Coordinate with and support Administrative Assistant level staff at other SLCC campuses. Coordinate with Salt Lake Technical College marketing personnel and assist with monitoring and updating Workforce Training & Continuing Education website, marketing materials, and e-mail.
Prepare and track contracts to be signed by Assistant Vice President, Workforce Training & Education including Adjunct Faculty and Overload Teaching agreements, curriculum development agreements, internship and externship contracts, etc. according to College policy.
Other duties as assigned.