Title: Executive Assistant - Mathematics

Employee Classification: Clerical & Secretarial (Non-Exempt)

Institution: Northeast State Community College

Department: Mathematics

Salary: $34,978-$38,775 annual salary, dependent on education and experience

Please use the Total Compensation Calculator found on the Northeast State Careers Page for a breakdown of the value of the benefits offered to employees of the college.

Job Summary

Reporting to the Dean of Mathematics, the Administrative Assistant is responsible for providing general support to the Mathematics Division. They assist the Dean in managing the daily operations and activities of the division and serve as the first point of contact for internal and external constituents.

Job Duties

• Assist the dean in the daily operations of the division.

• Compile information necessary to administer student evaluations of full-time and adjunct faculty each semester, initiate annual employee performance reviews, and maintain related records for all evaluations.

• Develop, implement, and update digital records management system, converting paper records to digital format as needed.

• Maintain efficient office filing and retrieval system.

• Prepare, edit, arrange, and coordinate division and committee meetings, correspondence, and documents (including but not limited to reports, records, and purchase orders).

• Record, transcribe, and distribute meeting agendas and minutes.

• Prepare and submit travel authorizations and claims for faculty and administrative personnel.

• Field administrative, faculty, and student issues/inquiries.

• Review operating practices and implement improvements where necessary.

• Assist personnel and students with the retrieval of information and data.

• Prepare and track agreements/contracts.

• Prepare and maintain student records related to enrollment in division courses.

• Compile and enter faculty information into the advising system.

• Maintain upkeep of division copiers.

• Greet visitors and assist students; answer questions and refer them to the appropriate area.

• Assemble and analyze data.

• Assist division employees with reports and documents, including assembling and analyzing data, working with grants, with preparations necessary for new grant applications while assisting the primary and secondary grant investigators.

• Manage purchasing and budgets for the office, including but not limited to: ordering supplies, tracking expenditures and reporting budget variances, and reconciling monthly budget and purchases.

• Maintain communication with Dean on the current budget status and assist with the development and implementation of the budget and strategic planning for the office.

• Request telephone installations and disconnections and report malfunctions.

• Answer telephone and route messages to appropriate persons.

• Maintain confidential records and division documents.

• Order textbooks and maintain a textbook distribution system each semester.

• Work with the dean and faculty to update and maintain semester class schedules, catalog changes, curriculum guides, work schedules, and beginning/end-of-term documents.

• Collect and process beginning-of-semester and end-of-semester documentation from full-time and adjunct faculty, including Letters of Intent.

• Prepare and circulate forms to appropriate personnel for review.

• In all duties assigned, demonstrate a commitment to customer service to include students, college employees, and the community served by Northeast State.

• Complete other assignments as directed by the dean. 

Minimum Qualifications

• Associate degree from an accredited institution
• Minimum of two (2) years of experience providing administrative support
  

Preferred Qualifications

• Experience as a customer-facing employee
• Experience with Banner information system
• Conversational ability or fluency in a language other than English
  

Knowledge, Skills, and Abilities

• Technology Skills: MS Office suite; videoconferencing software; digital records management systems; general operating systems and data information systems.
• Excellent written and oral communication skills.
• Ability to establish and maintain an effective working relationship with students, faculty, other departments, and external constituents.
• Excellent customer service skills.
• Ability to work effectively in a team environment.
• Knowledge of office administrative practices and procedures.
  

For assistance regarding the job ad, application process, or application status, please contact the Office of Human Resources at 423-354-5183 or HRstaffing@northeaststate.edu.

Special Instructions to Applicants: To be considered for a position at Northeast State, you must create an online application. A resume and unofficial transcripts are required; a cover letter is optional. You will also be required to provide the contact information for a minimum of three (3) professional references. If you are selected for an interview your references WILL be automatically contacted. Your skills, abilities, qualifications, and years of experience will be evaluated using only what is recorded on your application. Please note that attaching a resume does not substitute for completion of the application form. Part-time work experience is calculated at 50% of full-time experience.