Admin Asst, Academic Dean - Orlando, United States - Valencia College

Description

About this Position

Posting Detail Information

Position Number SE
Position Title Admin Asst, Academic Dean
Job Type Staff
FT/PT Full-Time
Employee Class Description Staff (ed. support)
General Position Description
Responsible for providing advanced and complex work effectively, efficiently, and professionally by assisting the Dean of an academic department. Works with initiative, independent judgment and discretion in carrying out assignments.

Flexible Work Arrangement
Grade 1619
Exemption Status Non-Exempt
Posting Number S2438P
Location(s) Orlando, FL West Campus
Proposed Work Schedule (Please note hours subject to change based on business needs)
Monday through Friday from 8am to 5pm.

Number of Vacancies 1
Posting Start Date 04/15/2024
Posting End Date 04/29/2024
Open Until Filled No
Quicklink for Posting

Posting Detail Information

Temporary Position (Temp or Grant Funded) Details
Salary Range $ 33, 176 yearly

Essential Job Functions

Description of Job Function
1. Provides administrative support to an academic teaching department by providing reception services, scheduling appointments, meetings and travel, filing, researching files and records and proofreading correspondence, reports and other documents as requested.

Description of Job Function
2. Assists the Dean with grant proposal preparation, submissions and budget planning by assembling data and preparing reports. Maintains confidentiality of all College personnel, research and grant matters.

Description of Job Function
3. May assist the Dean with matters pertaining to faculty to include but not limited to: a. Set up of electronic personnel action forms (EPAFs) or set up in FLAC system for semester payments to faculty; b. Preparation of Reassigned Time Forms for program chairs and program coordinators each term; c. Class cancellations; d. Ensuring book order submissions for classes, and referring students to appropriate Program Director for assistance.

Description of Job Function
4. Researches and provides information on issues or problems affecting students, staff and/or the department using established guidelines from the department and/or the College, to include communicating and providing notifications to students, faculty, program chairs or program coordinators.

Description of Job Function
5. Provides support to the Dean by answering, screening and referring telephone calls and taking messages; opening, organizing and screening mail; utilizes purchasing card and prepares requisitions for equipment requests, supplies and materials and necessary communications both internally and externally.

Description of Job Function
6. Assists the Dean with Electronic Hiring Action Form (EHAF) submissions and the hiring and interview process.

Description of Job Function
7. Composes and prepares correspondence for supervisor's signature, reports, contractual agreements, and other complex documents. May assist in marketing the department through event advertisement, social media outlets, etc.

Description of Job Function
8. Organizes programs, events, meeting or conferences by arranging facilities, issuing information or invitations, coordinating speakers and controlling event budget.

Description of Job Function
9. Establishes filing systems and maintains current files for the department, including files for internal and external correspondence.

Description of Job Function
10. Types and distributes various narrative and departmental budget reports and related documentation on a monthly, quarterly and/or annual basis.

Description of Job Function
11. Plans, researches, initiates, and carries out to completion recurring or special assignments, to include programmatic accreditation and faculty credentialing process support.

Description of Job Function
12. Takes minutes of meetings, prepares confidential documents and follows up to ensure timely reply and action. Maintains control on action documents and follows up to ensure timely reply and action.

Description of Job Function
13. Accesses, inputs, and retrieves information from a computer and College information systems.

Description of Job Function
14. Establishes and maintains excellent working relationships with individuals at all levels within the College and the community.

Description of Job Function
15. Operates, conducts training on and troubleshoots standard office equipment as needed to perform tasks.

Description of Job Function
16. May supervise assigned personnel such as part time support staff, work-study student employees and interns.

Description of Job Function
17. Performs other duties as assigned.

Qualifications

Drivers License Requirement

Drivers License Requirement Not Applicable

Required Qualifications

Required Minimum Education High school diploma or general education degree (GED).
Required Field of Study
Other Required Qualifications
Relevant work experience may be substitutable.

Required License/Certification

Preferred Qualifications

Preferred Education & Field of Study
Associate's degree from a regionally accredited institution

Preferred Type of Experience
Advanced administrative professional training.
Progressively responsible experience involving staff assistance and advanced administrative professional work which demonstrates ability to work without close supervision.

Preferred Licenses/Certification

Knowledge, Skills and Abilities

Knowledge, Skills and Abilities
Knowledge of basic office practices and procedures.

Skill in the use of personal computers, general office software such as Microsoft Office, and specialized office equipment.

Ability to take minutes of meetings.

Ability to accurately prepare and edit a variety of documents, including reports and spreadsheets.

Ability to communicate clearly and effectively, both orally and in writing.

Ability to establish and maintain effective working relationships with employees and the public.

Ability to organize work, prioritize changing needs, follow through on multiple projects, and make decisions within time constraints.

Ability to maintain departmental budget reports and documentation.

Ability to work effectively in a diverse community and meet the needs of diverse student populations.

Skill in discernment and the ability to maintain confidentiality with assignments, documents, discussions, situations, and projects of a sensitive nature.

Ability to work in a high traffic, high demand office setting while maintaining professionalism and practicing sound decision-making.

Knowledge of the Family Educational Rights and Privacy Act (FERPA) rules and regulations relative to student confidentiality.

Working Conditions

General Working Conditions
This job primarily operates in a professional office environment. The employee will routinely operate standard office equipment including but not limited to computers, keyboards, mouse, phones, photocopiers, printers, scanners, filing cabinets and fax machines. While performing the duties of this job, the noise level in the work environment is usually quiet to moderate.

Typical physical competencies include but are not limited to frequently remaining stationary, moving, reaching, positioning self and occasionally ascending/descending, lifting/moving objects weighing between 5-15 pounds. This job also entails frequently communicating, discerning and exchanging information, detecting and perceiving objects up close, at a distance, and the ability to adjust focus. Cognitive abilities include but are not limited to frequently using discretion, judgment, reasoning, memory, learning, maintaining confidentiality, comprehension, problem solving, and decision-making.

The typical work environment, physical and cognitive demands listed above are representative of those that must be met by an employee to successfully perform the essential functions of this job. The College has a process to identify and make available reasonable accommodations to enable individuals with disabilities to perform the essential functions.

Job specific working conditions
Job Specific Designation

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. Please tell us about your experience with administrative work.
   (Open Ended Question)
2. Please share how you stay organized when juggling multiple tasks, meeting deadlines and constant interruptions.
   (Open Ended Question)
3. Explain what experience you have with general office software? Please tell us of any specialized office equipment with which you are familiar.
   (Open Ended Question)

Documents Needed to Apply

Required Documents

1. Cover letter
2. Resume/Vita

Optional Documents

1. Veterans Preference Verification Documentation
2. Reference Letter 1
3. Reference Letter 2
4. Other Documents