Administrative Assistant/Academic Affairs (Executive)

Westmoreland County Community College • Youngwood, PA • 3d ago

This position is responsible for providing administrative assistance and support to the Vice President/Academic Affairs, and for coordinating the general functions of the office.

ESSENTIAL JOB RESPONSIBILITIES:

Annually update the Faculty Handbook, Academic Calendar, Credit for Prior Learning (CPL) Handbook and the final exams schedule.

Coordinate faculty activities such as awards, promotions, orientation and other committees.

Assist with student processes each semester, e.g., student academic honors, including, transcript review; preparation of database; production and mailing of student letters; and distribution of reports; All-PA awards.

Assist with and coordinate travel arrangements, paperwork and processing for division faculty and staff.

Maintain updated documents regarding curriculum revisions, additions or deletions for associate degree programs, certificates, diplomas, courses and articulation documents.

Coordinate information with other departments to update the College catalog. Ensure curricular changes approved through Academic Affairs and accurately reflected in the next year's catalog.

Collect, monitor and report out on college-wide compliance with local, state and federal regulations.

Assist Vice President with work flow including scheduling of appointments and meetings, maintaining calendars, handling of correspondence/mail, and preparation of documents and reports. Provide accurate communications regarding daily activities and status of work assignments.

Schedule and prepare meeting documents. Attend and record minutes/notes of meetings as required.

Accurately prepare and process correspondence, documents, forms, and reports.

Maintain an efficient, organized filing system.

Review budget line items to identify discrepancies and to ensure funding is available and recommend fund transfers as appropriate. Complete purchase requisitions and reconciliation of the credit card.

Provide general office support and assistance to visitors, faculty, staff and students. Expedite matters requiring attention to the appropriate personnel.

Assist with the coordination of professional development activities and departmental events.

Perform job duties in accordance with College policies and procedures; and bargaining unit agreements as applicable.

EDUCATION & EXPERIENCE

Associate's degree required

A minimum of two years of related work experience required

Related work experience in higher education preferred

CLEARANCES The successful candidate will be required to obtain/provide the following clearances prior to hire:

PA Child History clearance

PA Criminal Record Check clearance

FBI Federal Criminal History Record clearance

PLEASE CLICK "APPLY" ON PACAREERLINK PA.GOV AND SEE "FOLLOW-UP INSTRUCTIONS"

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