College: SOWELA

Department: Academic Affairs

Sub department: 

Type of Appointment: Unclassified - Administrative/Staff

Salary: Start rate of $17.98 per hour, with actual offer based on experience and education

Duties and Responsibilities: Essential Duties and Responsibilities:
• Maintains thorough knowledge of the programs, operational structure, and Vice Chancellor’s scope of responsibilities, priorities, and commitments
• Maintains frequent contact with public and private officials and other professionals for the VCAA’s Office.
• Schedules appointments/meetings for the VCAA’s Office making changes as necessary; maintains a calendar of activities and confirms engagements, makes travel arrangements, and requests travel reimbursements.
• Notes and coordinates commitments made by the VCAA during meetings and arranges for staff implementation.
• Determines the importance of matters at hand and prioritizes and takes appropriate action.
• Handles a wide variety of situations and conflicts involving the clerical administrative functions of the office. Responsible for confidential and time sensitive materials.
• Coordinates meetings and prepares agendas for staff/Deans’ meetings.
• Assists at various meetings and functions as needed.
• Assists using all methods of communication: telephone, fax, email and/or personal contact.
• Screens visitors and telephone calls to the VCAA, assisting or referring the calls as appropriate.
• Reviews incoming reports and summarizes the reports.
• Prepares routine correspondence including letters, memoranda, and reports; may compose and type correspondence involving complex and non-routine matters; edits a variety of correspondence, materials and reports for completeness, accuracy and adherence to agency standards for VCAA’s signature.
• Prepares and types a variety of contracts, interagency agreements, articulation agreements, manuals and other important documents, and renews as necessary.
• Assists in researching and preparing accreditation documents; may coordinate accreditation-related tasks
• Maintains and updates office files.
• Tracks and orders office supplies.
• Attends meetings, takes and transcribes minutes for staff/Deans’ meetings, student and employee proceedings, and matters of security and of a confidential nature, and performs basic follow-up.
• Plans and coordinates the setup of meetings, researches and monitors pending issues for follow-up, develops agendas for future meetings, records and transcribes minutes, and maintains permanent records for accreditation purposes.
• Plans and coordinates special events, as needed.
• Relies on experience and judgment to plan and accomplish goals; must be self-motivated and possess a wide degree of creativity and latitude; may direct and lead the work of others.
• May assist with matters of a confidential nature, attending and recording minutes at meetings regarding confidential matters.
• Maintains the Academic Affairs webpage and web-portal sites.
• Checks and delivers mail for the VCAA and Dean of Instruction.
• Maintains an inventory of equipment and supplies for the Office of the VCAA and Dean of Instruction.
• Coordinates with the budgeting and business office, providing receipts, expense reports, purchase requisitions, etc.
• Performs other duties as required or assigned by the VCAA.

Required Education: An associate degree.

Required Experience: Five years of experience as an administrative assistant or in a related function in a similar environment.

Required Knowledge, Skills and Abilities: • Proficiency in the use of standard office equipment and networked personal computers, utilizing a variety of software is essential that includes but is not limited to Microsoft Word, Excel, Outlook and PowerPoint.
• Individual must be a committed, motivated self-starter who is capable of initiating and completing work with little supervision and/or as a part of a team on larger projects.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with attention to detail.

Required Licenses or Certifications: 

Preferred Education: A bachelor's or an associate degree in Business/Office Administration or related field.

Preferred Experience: 

Preferred Knowledge, Skills and Abilities: 

Benefits: As a member of the Louisiana Community and Technical College System, SOWELA has an attractive benefits package with a wide variety of benefit options. Benefits offered include retirement, multiple medical insurance options, supplemental insurances (dental, term life, disability, accident, vision, etc.), Tax Saver Flexible Benefits Plan (saves tax dollars on some child care and medical expenses), holidays (14 per year, typically includes longer break at Christmas), generous annual (vacation) and sick leave benefits and Employee Assistance Program. Specific benefits depend on job category, percent effort and length of employment.

Passing pre-employment criminal background screen is required as a condition of employment. SOWELA is an equal opportunity/equal access employer. SOWELA is a State As a Model Employer (SAME) agency that supports improved employment opportunities for individuals with disabilities.