Administrative Assistant/Data Coordinator
HINDS COMMUNITY COLLEGE
Job Descriptions
JOB TITLE: Upward Bound Administrative Assistant -JPS
REPORTS TO: Executive Director
DEPARTMENT: Title III & Sponsored Grants
EXEMPT: NO
VICE PRESIDENT: VP FOR UTICA CAMPUS
GENERAL STATEMENT OF THE FUNCTION
The Upward Bound Project Administrative Assistant will perform a variety of administrative and clerical tasks. The Administrative Assistant will provide support to the Upward Bound Director and employees, assisting in daily office needs and managing the program’s general administrative activities. Ultimately, the Administrative Assistant will ensure the efficient and smooth day-to-day operation of the Upward Bound office.
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.
• Positive customer service skills.
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Ability to work with others effectively.
• Understanding of and ability to work with low income, first generation and at-risk students.
• Ability to work as a team player in a diverse working environment.
• Must be able to follow oral and written directions and have the ability to establish effective working relationships with high school and college faculty and students.
• Strong organizational and conflict management skills.
• Empathetic and positive relationship builder.
• Knowledge, skills and abilities sufficient to perform the function of the position as outlined.
EDUCATION AND/OR EXPERIENCE
MINIMUM QUALIFICATIONS
- Associate’s Degree with work experience relating to office management
- Strong organizational skills with the ability to multi-task
- Able to work some evenings and weekends.
DESIRED QUALIFICATIONS
- Success in overcoming barriers similar to those confronting the project’s target population (low income, first generation college students or high-risk academic failure).
- Sensitive to the needs of disadvantaged students.
ESSENTIAL DUTIES AND RESPONSIBILITIES, include the following. Other duties may be assigned.
• Answer and direct phone calls
• Organize and schedule appointments
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Book travel arrangements
• Submit and reconcile expense reports
• Provide general support to visitors
• Act as the point of contact for internal and external clients
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
• Submit reports timely and as required.
SUPERVISORY RESPONSIBILITIES:
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.
The following have been designated to handle inquiries regarding these policies:
EEOC Compliance: The Office of Human Resources
Box 1100 Raymond MS 39154; Phone: 601-857-3396 or Email: [email protected].
Title IX: Associate Vice President Student Services, Title IX Coordinator
Box 1100 Raymond MS 39154; Phone: 601-857-3353 or Email: [email protected].
Full time
12 Month 260 Days
Upward Bound
40
Administrative & Executive Assistance (1)