WEATHERFORD COLLEGE Administrative Assistant in WEATHERFORD, Texas
Provides administrative support to the Dean. May have leadership/office oversight of other clerical employees reporting to the Dean. Performs office duties such as: greets the public, exhibits exceptional customer service when answering the telephone and routine questions, types, records, and maintains files for all office correspondence for the Dean. Assists with scheduling appointments for the Dean. Assists Dean with the administrative tasks of updating syllabi, class outlines, textbook ordering, and ensuring completion of end-of-semester grade reports. Assists the Dean in creation and tracking of documentation required by external accrediting bodies (Carl Perkins, WIOA), articulation agreements, dual credit contracts, and TSI placement standards as appropriate to the work unit need. Assists the Dean in monitoring divisional publication materials for accuracy including online catalog, semester class schedule, and printing advertisements. Perform other duties relating to curriculum and instruction as assigned by the Dean. Actively assists the Dean in the creation of the Workforce Education class schedules, fliers, brochures, and details pertaining to the process. Assists in scheduling and entering Workforce and Continuing Education classes into the institutional software for accurate registration processes, billing, funding, and reporting purposes. Assists in performing the necessary tasks accompanying that responsibility such as: scheduling an appropriate classroom, contacting the designated instructor, order any textbooks/supplies related to the course, generate the instructor s payroll notification in a timely manner, issue any supply and/or travel purchase requisitions pertaining to the class, in addition to any other duty related to a successful course outcome and satisfaction of the external or internal customer, as mandated by Texas Higher Education Coordinating Board and Southern Association of Colleges requirements. Processes the necessary documentation for the Workforce and Continuing Education Department and Institutional Reporting and Research by adding, revising, canceling classes on the institutional software program. Records all student grades for official reporting. Files and maintains all student records per SACs mandate. Processes Workforce Education registrations on the Weatherford campus, as well as, off-campus site registrations. Processes purchase requisitions, payroll notifications, reports on a regular basis, as requested by Dean for review and/or approval. Assists the Dean with entering annual budget and monitoring of budget expenditures and processing. Processes conference, seminar, and workshop event requests, which include registration, travel, meals, and lodging for the Dean, division chairs and directors. Assists in planning and organizing Advisory Committee Meetings, Course/Program Review Team meetings, and WC in-service meetings, in addition to any scheduled division meetings. Directs preparation of records such as notices, minutes, and resolutions for department meetings. Acts as the contact person for customers and students for the Dean. Coordinates telephone communications to the Dean and appropriate personnel as needed. Communicates with all levels of Weatherford College employees, community businesses, and other community clientele. Ability to apply logical reasoning and practical problem solving skills to a wide range of workplace situations. Ability to interpret and perform tasks based upon a variety of instructions furnished in written, oral, diagram, and/or schedule form. Ability to apply basic mathematical concepts to such activities as budget tracking, scheduling, and calculation of instructor teaching loads. Ability to apply basic mathematical concepts such as fractions, percentages, ratios, and proportions to practical situations. Ability to independently organize work sequences and procedures.