Academic Administrative Assistant

Terra State Community College

Terra State Community College

Fremont, OH, USA
Posted on Tuesday, July 2, 2024
Position Summary:
  • The Academic Administrative Assistant provides support for the Dean, full-time and adjunct faculty, skilled laboratory personnel, and students. The Academic Administrative Assistant also maintains student and divisional records and professionally performs office duties.

Essential Duties and Responsibilities Include:
  • Processes a large volume of purchase requisitions. Originates budget transfers and reconciles credit card transactions.
  • Generates semester full-time and part-time instructor assignment sheets and makes appropriate credit/contact hour adjustments.
  • Prepares and calculates payroll worksheets every semester for adjunct faculty on the spreadsheet template including pay for clinical instruction, and overload pay, and prepares and tracks music lessons for payroll purposes.
  • Enters and maintains data in the comprehensive academic management database system pertaining to semester class schedules, and class cancellations, posts class cancelations on Terra State’s website, and revises current textbook information.
  • Assists with planning and coordinating division-sponsored events such as Advisory Boards, and community events, and assists with other events as needed.
  • Refers students to the appropriate faculty or staff for advising and counseling. Interacts with students on behalf of the division.
  • Performs administrative office responsibilities including scheduling appointments, and meetings, and making room reservations; copying and distributing material; creating and maintaining files; composing, typing, and proofreading correspondence and meeting minutes; operating office machines; and preparing invoices and collecting payments.
  • Assists faculty in various areas including ordering classroom supplies and desk copy textbooks.
  • Creates and maintains division records including advisory boards, department and divisional meetings.
  • Collects and assists with the creation of statistical data as needed. Tasks include: typing academic support material, proofreading all typed material, making copies and coordinating copying and distribution of printed material, filing correspondence and other records, ordering supplies, assisting in answering College-wide phone system and routing calls to the proper office, and creating mass mailings for the division.
  • Collects course syllabi for all classes each term.
  • Completes other duties assigned.
Education and/or Work Experience:
  • Associate’s Degree in the Secretarial Sciences or equivalent from a two-year college or technical school preferred
  • Three years of related experience and/or training
  • Or equivalent combination of education and experience.

Other Skills and Abilities:
  • Must possess confidentiality and good judgment skills along with independent and problem-solving skills
  • Must dress in business professional attire that appropriately represents the academic division office
  • Demonstrated proficiency in Microsoft Office Suites (MS Word and MS Excel at intermediate level and MS PowerPoint and MS Access) required.
  • Ability to effectively communicate and interact with diverse employee work groups and at times, with difficult people
  • Ability to effectively direct visitors, employees, or students who have questions or issues that require action to the appropriate Deans of the College, or to schedule a meeting with the Vice President of Academic Affairs
  • Ability to multitask in a dynamically changing environment is critical
  • Troubleshoots minor problems with office equipment and calls for service and/or maintenance when necessary

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 talk or hear. The employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral 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. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually moderate.
The position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.