Position Title:
Administrative Assistant
Job Description:
JOB TITLE: Administrative Assistant
REPORTS TO: Dean of Student Services, Raymond campus
DEPARTMENT: Student Services
EXEMPT: No
VICE PRESIDENT: Vice President of Student Services
GENERAL STATEMENT OF THE FUNCTION
All Hinds Community College employees must commit to the Caring Campus approach to student engagement and daily apply these general behavioral objectives: listen to student questions and concerns with a positive attitude and make meaningful connections with students.
The Administrative Assistant provides crucial administrative support to the Dean of Students and the overall operations of the Dean's office. This role is essential for maintaining an organized and efficient office environment that supports a variety of students services, including Housing and Residence Life, Student Recreation, Student Conduct, clubs and organizations, and campus-wide events. The position requires a professional who can handle confidential information with discretion, manage a fast-paced office, and serve as a primary point of contact for students, parents, faculty, and staff.
QUALIFICATIONS REQUIREMENTS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Skills:
Strong organizational and time management skills.
Excellent written and verbal communication abilities.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Ability to handle sensitive and confidential information with discretion.
A proactive and problem-solving mindset.
EDUCATION AND/OR EXPERIENCE
Education: A high school diploma or equivalent is required. An associate's degree or higher is preferred.
Experience: Proven experience in an administrative support role, preferably in a higher education or student services setting.
ESSENTIAL DUTIES AND RESPONSIBILITIES , include the following. Other duties may be assigned.
Maintain knowledge of diversity-related issues, legislation, and best practices.
Office Management:
Serve as the first point of contact for the Dean of Students office, managing phone calls, greeting visitors, and directing inquiries to the appropriate personnel.
Manage office supplies, equipment maintenance, and a filing system for both digital and physical documents.
Administrative Support:
Monitor the Dean's calendar, schedule appointments and meetings, and coordinate travel arrangements.
Prepare and distribute correspondence, reports, presentations, and other documents.
Assist with the preparation and monitoring of the office budget, including processing purchase orders and invoices.
Student Support:
Provide information and guidance to students regarding office policies and procedures, particularly for student conduct, housing, recreation, student awards, clubs/organizations, Student Government Association, Homecoming, and Student Convocation.
Assist with the intake of student concerns and maintain confidential student records.
Coordinate and process the following:
Official absences for sports teams or other student groups
Courtesy emails to instructors in light of verified student emergencies that require absence from classes
Reference and recommendation forms from outside colleges/institutions
Action holds/comments in Navigator due to financial obligations or student conduct holds
Event and Committee Coordination:
Organize and facilitate meetings for various committees.
Prepare meeting agendas, take and distribute minutes, and follow up on action items.
Assist with the planning and coordination of student events and programs.
SUPERVISORY RESPONSIBILITIES:
None
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hand to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee frequently is required to stand, walk, sit, taste and smell. The employee is frequently required to sit.
The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl.
The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
The noise level in the work environment is usually moderate, and the employee is occasionally required to perform job responsibilities in the outdoors and off site.
We promote a culture of inclusion for all employees that respects individual strengths, ideas, and capabilities. We believe that our differences enable us to make better decisions, drive innovation, and deliver better results **.
Mission**
Hinds Community College is committed to moving people and communities forward by helping develop their purpose, passion and profession.
Vision
Hinds Community College will be a catalyst to create a competitive economy and a compelling culture for Mississippi.
Values
Hinds Community College aspires to the following IDEALS:
Integrity
Diversity
Excellence
Accountability
Leadership
Stewardship
In compliance with Title VI of the Civil Rights Act of 1964, Title IX, Education Amendments of 1972 of the Higher Education Act, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990 and other applicable Federal and State Acts, Hinds Community College offers equal education and employment opportunities and does not discriminate on the basis of race, color, national origin, religion, sex, age, disability or veteran status in its educational programs and activities. We recognize our responsibility to provide an open and welcoming environment that fosters a culture of diversity, equity, and inclusion for employees and students to collaboratively learn, work and serve our communities.
Full Time/Part Time:
Full time
Position Type:
12 Month 260 Days
Job Classification:
Hinds
Scheduled Hours:
40
