Administrative Assistant III

Job SummaryPerforms varied clerical duties of a complex nature according to established office procedures for the Dean of the School of Science & Aeronautics.Essential DutiesManage a very active calendar of appointments. Plan, coordinate and ensure the schedule is followed and respected. Provide gatekeeper and gateway role, creating win-win situations for direct access to the Dean. Work closely with Science & Aeronautics leadership to provide seamless coordination between actions and calendar requirements (meetings, time to work, time to prepare). Need to have the ability to balance the tactical details of the Dean's calendar and proactively manage the strategic time needs of organizational priorities, actions, and events. Compile and organize read ahead materials with sufficient advance time for Dean to prepare for meetings. Run daily execution of the calendar by keeping Dean on time and aware of priority meetings and daily commitments.Compose and prepare routine correspondence, type memorandums, reports and other documents some of which may be confidential; prepare various forms as directed such as purchase requisitions, personnel requisitions, etc. Assist the Dean with creating and updating key communication templates for information sent on a semester basis such as Academic Affairs and HR processes and deadlines (ex. pre-semester meeting details, curriculum compliance deadlines, portfolio/performance review meetings and submission deadlines, syllabus, attendance, final grades, and grade book reminders, faculty department chair/program director/program coordinator nominations and selection). Assist the Dean with monthly communication by contacting various Science & Aeronautics leaders and other TCC departments to provide updates, celebratory news, grant awards, faculty/staff highlights, job postings, interest stories, polls, and socials. Maintain the Dean's database of school-wide communications, school recommendations/policies, and contact information for School faculty/staff.Plan and coordinate meetings chaired by the Dean of the School of Science & Aeronautics to include preparing agendas, compiling relevant materials, arranging logistics, attending meetings to take accurate minutes, distributing agendas and previous meeting minutes in a timely manner. Follow up on all assigned action items to ensure timely completion of assigned tasks. Provide Dean updates on action item progress to include any barriers to completion. Submit meeting agenda and minutes to Academic Affairs when appropriate. Archive meeting documents with specific meeting titles, dates, and appendices.Greet visitors, answer the telephone and provide information to callers/visitors or route communication to appropriate person, place outgoing calls. Create a positive atmosphere and You Belong Here culture by carrying out the company’s mission, vision, and values through every interaction. Be the translator between administration and faculty/staff by using your voice to advocate for TCC, Academic/Student Affairs, or School policy/procedure when speaking to employees and for employees when speaking to the Dean. Create a culture of assisting students and employees with problem solving and solution finding.Support the Dean(s) in developing and implementing new strategies and school goals, create project management plans for various projects, grants, and faculty professional development events/programming for new or ongoing initiatives in coordination with appropriate groups, such as Engaged Learning, Human Resources, and Grants Office. Includes researching, compiling, and preparing statistical reports, requisitions, and other documents.Assist the Dean(s) in the daily operations of the schools and its departments, including but not limited to proofing and overseeing Faculty Load and Compensation (FLAC), entering FLAC into Banner, entering non-instructional assignments into Banner, maintaining reassigned time lists and completing related status change forms; monitors course syllabi, attendance confirmation, and final course grade submission.Responsible for administering and monitoring department budgets as assigned to support operations, projects, and grants as well as providing updates to supervisor. Provide support to the Dean and Science & Aeronautics leadership to manage an $850,000 operational budget. Create and maintain yearly budget templates for all projects, grants, and supplementary budget requests managed through the Dean's office. Assist the Dean in maintaining budgets for each account in Science & Aeronautics, assist with the reconciliation of line items as requested, communicate with key stakeholders of any outstanding invoices or purchases not receipted. Transfer funds between accounts as requested. Be a resource for Science & Aeronautics faculty and staff by connecting them to various TCC offices related to their purchasing/budget/grant questions. Collaborate with other Academic Affairs administrative assistants to ensure Science & Aeronautics faculty/staff travel is recorded correctly and travel reimbursements are processed in a timely manner.Collaborate with Science & Aeronautics leadership to request and archive official transcripts for established and newly hired employees. Collaborate with the Dean to assign CIP codes appropriate to the faculty credentials. Be the liaison between Campus Operations Administrative Assistants and the School office to submit newly hired faculty credentials using internal software. Ensure the School office has an up-to-date database of verified faculty credentials. Liaison between faculty leadership, Academic & Campus Operations, HR, and Engaged Learning to ensure onboarding of full-time and adjunct employees has been completed. Maintain School of Science & Aeronautics master credentials matrix updates in collaboration with science and aeronautics department faculty leadership. Communicate matrix updates with Academic Affairs on a yearly basis.Maintain filing system; classify and code material for filing; prepares copies of correspondence or other printed matter.Minimum QualificationsAssociate’s degree or equivalent education Degree requirement may be substituted withrelevant and equivalent work experience.Three years of experience or training in Office Administration or an equivalent combination oftraining and Executive Assistant experience; success in maintaining a positive customer serviceexperience.Require demonstrated experience with personal computers utilizing integrated software packages that includes word processing, spreadsheet, graphics, and database management capabilities; excellent administrative skills, accurate typing and data entry.Require demonstrated ability to organize daily work procedures and perform duties under one’s own initiative with some supervisory guidance.Strong interpersonal skills and the ability to build relationships with various stakeholders, including faculty and staff, senior leadership, external partners, and donors.Require prolonged periods of time sitting at a desk looking at computer monitors.Ability to make repeated movements with fingers, hands, and wrists.Preferred Qualifications3 years experience in a higher education setting.Project Management certifications.1 year experience with Concur/travel software, NeoEd, ProcessMaker, SharePoint/OneDrive, Wrike/Project Management software, Nuventive Improvement/assessment software,Curriculog/catalog management software, Apex, Degree Works, Banner, and Cognos.Ability to lift up to 15 pounds.TCC values our employees by providing a benefit package as a significant component of your compensation package.Our benefits have been designed to provide important protection for you and your family in the case of illness, injury, or even death.