SOUTH GEORGIA COLLEGE

Job Description

Working Title:          Administrative Assistant

Job Classification:    Office/Clerical

FLSA Exemption:      Non-Exempt

Department:             Humanities and Learning Support

Purpose:

This is a highly responsible clerical position performing a variety of general office tasks for the Division Chair and faculty of the Division.

Nature of Work:

Essential Functions

• Serves as clerical office manager under the direction of the Division Chair.
• Greets individuals calling in person or by telephone; resolves problems when possible, or when necessary refers the caller to appropriate person.
• Assists students with completing forms, registering for classes, and other typical College activities.
• Produces Division course and classroom schedules.
• Types articles, quizzes, minutes, reports, tabulations, manuscripts, bulletins, forms, statements, departmental requests, and other documents from copy or rough draft, including confidential material; proofreads typed copy.
• Operates various office machines such as photocopier, fax, and personal computer.
• Utilizes common business software including but not limited to: Microsoft Word, PowerPoint, Excel, and Internet Explorer, and Outlook Calendar and e-mail.
• Maintains files for fiscal and academic records; gathers data from files and prepares reports of a routine nature; makes basic mathematical calculations and tabulations; prepares form and routine letters relative to information contained in files.
• Receives, sorts, and routes mail; composes some routine correspondence.               
• Attends Division meetings, takes minutes of the same and makes suggestions for improvements at said meetings when warranted.
• Assists Division Chair with management of the Division budget.
• Schedules student labs.
• Orders textbooks and ancillary materials for instructors.
• Assists faculty with computer software problems.
• Updates the Division’s web page to reflect current and accurate information.
• Supervises student assistants.               
• Maintains departmental inventory supplies and records.
• Assists with Divisional activities and special events.
• Reports to work as scheduled by immediate supervisor.
• Performs other job-related duties as assigned by the supervisor.

Exceptional Functions

•    None 

Required/Desired Knowledge, Abilities and Skills:

• Considerable knowledge of business English, spelling, punctuation, and arithmetic.
• Considerable knowledge of Microsoft Office software suite (Word, Excel, PowerPoint, Access) and Outlook.
• Ability to maintain administrative, fiscal and academic records, some of which are confidential.
• Considerable knowledge of modern office practice, procedures, and equipment.
• Ability to make routine arithmetical computations and tabulations accurately.
• Ability to establish and maintain effective working relationships with institution officials, administrators, and employees.
• Considerable customer service skills.
• Considerable knowledge of web page building.

Required/Desired Education, Experience and Necessary Qualifications:

• High school diploma required, Associate degree or technical degree in secretarial science preferred; two years secretarial experience; or an equivalent combination of training and experience.

Supervision:

The Administrative Assistant reports to the Chairperson of the Division of Humanities and Learning Support.