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Administrative Assistant II - eLearning Division

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Position Information

Position Information (Default Section)

Job Title Administrative Assistant II - eLearning Division
Job Number 03445
Department Distance Learning
Job Category Support
Job Type Full-Time
Status Regular
Job Open Date 03/07/2018
Resume Review Date 03/22/2018
Closing Date 03/21/2018
Open Until Filled No
Position Summary

Provide an advanced level of administrative office support for the Dean and the eLearning division for day-to-day activities and periodic projects and events. Monitor divisional activities for compliance with College policies and procedures. By working with a high level of independence, this position enables the Dean to concentrate more on leadership responsibilities.

Principal Accountabilities
  • Act as an integral part of the bi-annual course development scheduling workflow process. Send Department Readiness Checklist to chairs, check faculty qualifications, send SSAs to faculty developers, track paperwork, and send SSPAs after quality review.
  • Perform semester online Course Coordinator process from Dawn Portal to Excel workbook to Payroll
  • Manage Teaching Online Training and 3Ds training including verifying faculty qualifications, spreadsheet maintenance, adding faculty to roster and verifying completion
  • Support the eLearning division and Leadership team as deemed necessary by the dean
  • Oversee the Dean’s calendar for both internal and external commitments. Coordinate special events for the division. Support the Dean’s position and membership on various college-wide committees by the following: arrange meetings and rooms, ensure distribution of agendas and materials, prepare and distribute meeting minutes if applicable, prepare reports and other documents as deemed appropriate.
  • Process and distribute items requiring the Dean’s action or attention, from the division and college-wide; this includes business contracts, travel forms, hiring forms, conference arrangement and travel, additional employment forms, advisory committee summaries and budget information. Also assist the dean with special projects such as budget, self-study reports and other divisional assignments as deemed necessary.
  • Run daily reports, keep records, update databases, and maintain files, paper and electronic
  • A minimum of a high school diploma or GED required, an Associate’s degree is preferred.
  • A minimum of three years of administrative support experience required.
  • Must have excellent skills in Microsoft Word, Excel and PowerPoint and demonstrate expertise in the operation of all office equipment and technology required
  • Must demonstrate excellent customer service orientation, analytical thinking, attention to detail, and communication skills required
  • Must have the ability to anticipate, organize and accomplish workflow accurately and timely with very little supervision
  • Demonstrate advanced knowledge of basic office skills including expediting written and oral correspondence and documents, both of a general and confidential nature, and facilitate efficient operation of the Dean’s Office

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have at a minimum a High School Diploma or GED?
    • Yes
    • No
  2. * Do you have an minimum of three years of experience as an administrative assistant or related role?
    • Yes
    • No

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Other