Apply for Staff Assistant- Advising Center Role at Laredo College

United States Job Openings

Laredo College

Staff Assistant- Advising Center

Laredo

FULL TIME

October 26, 2024

Duties and Responsibilities

Essential Duties and Responsibilities

Provides high level administrative support, including but not limited to, receptionist, secretarial, and clerical duties, to the Director of the Advising Center and all its respective services and supervise student employees.

Characteristic Duties and Responsibilities

1. Performs general office and clerical duties, including but not limited to, scheduling appointments, maintaining, updating, scanning, and filing institutional and departmental documents/records, collecting and distributing office mail, submitting print shop requests.
2. Performs and manages all duties and responsibilities related to customer service and front desk activities, including but not limited to, answering and transferring telephone calls, taking and delivering messages, greeting office visitors, and answering general questions about the department and the College.
3. Screens all students requesting services to explain registration holds (if any) and refer to appropriate departments (if needed).
4. Assists the Director and Assistant Director with the annual budget by tracking expenditures and balances.
5. Prepares and submits requisitions for department and maintains inventory of office supplies.
6. Ensures all requisitions are processed and submits appropriate documentation to Accouting (i.e. Certificate of Conformance or Receipt of Goods) once services/merchandise have been received.
7. Prepares and submits all work orders (as needed and/or requested) to Physical Plant and Information Technology (IT) Department.
8. Collects and prepares any information or materials requested by the department’s administration and professional staff.
9. Manages the Q-less system to track all appointments for both campuses and assigns phone appointments to designated staff.
10. Keeps up-to-date record of the number of students visiting each campus and provides a weekly report to the Director.
11. Maintains confidential files and records of students, faculty and staff.
12. Maintains an effective and efficient file management system for the department.
13. Assists with organizing meetings and coordinating any other function or event as assigned or requested by the department’s administration and professional staff.
14. Makes all travel arrangements and prepares any additional materials/documents needed by the department’s administration and professional staff.
15. Prepares required documentation to request and process all property transfers for the department.
16. Attends all required professional development activities and trainings when necessary or at the request of the Director or Assistant Director.
17. Supervises work-study employees, including interviewing and hiring, formulating work schedules, assigning duties, verifying work hours, completing performance evaluations, providing training in office procedures, policies, and operation of office equipment at both campuses, and addressing any other issues or concerns if such arise.
18. Performs all other duties not listed above as assigned by the Director or Assistant Director.

Qualifications/Certifications/Licenses/Skills

NOTICE: Required Documents

To be considered for this position, you are required to upload your unofficial transcript(s). In addition, if a license or certificate is required for this position, upload proof of your current license/certificate.

Required:

Associates Degree
Three to five years of experience in a related role with some supervisory experience
Valid Texas Driver’s License

Knowledge, Skills and Abilities

1. Apply excellent interpersonal skills
2. Manage heavy work loads
3. Excel in fast-paced/dynamic work environment
4. Travel between College campuses or to off-campus sites when needed
5. Communicate well in English and Spanish
6. Possess strong computer skills and knowledge of current software and technology
7. Work flexible and/or extended hours such as nights and/or weekends

Additional Information

Supervision Exercised

Work-study or part-time student employees, if any

Supervision Received

Reports directly to the Director of Academic Advising

Physical Requirements

While performing the duties of this job, the employee is regularly required to sit.

The employee is occasionally required to stand, walk, stoop, kneel, or crouch.

The employee must occasionally lift and/or move items weighing up to 50 pounds.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

Work is performed in a standard office environment.

Work-inside a well-lighted and air-conditioned area most of the time.

The noise level in the work environment is usually quiet to moderate.

Safety

Required to work safely and follow safety rules.

Report unsafe working conditions and behavior.

Take reasonable and prudent actions to prevent others from engaging in unsafe practices.

Special Conditions

Immediate supervisor may assign other duties.

May be required to work outside regular working hours, as needed.

May be required to work at a different college work site or campus as needed.

EEO Statement

In compliance with Title VI of the Civil Rights Act of 1964, Executive Order 11246 and Title IX of the Education Amendments of 1972 and Section 504 of the Rehabilitation Act of 1973, Laredo College is open to all persons regardless of race, color, religion, sex, age, marital status, disability, or national origin who are otherwise eligible for admission as students. Furthermore, Laredo College is an Equal Opportunity Employer and no applicant or employee will be discriminated against because of race, color, religion, sex, age, marital status, disability or national origin. This institution will not enter knowingly into any contractual agreement for services or supplies with any firm failing to follow fair employment practices.

Foreign Degrees

Foreign degrees require an evaluation for United States equivalency from an approved stated education agency or having membership with the National Association of Credential Evaluation Services (NACES). Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached to your online application at the time of applying. For your convenience, we have provided the following links to assist you in complying with this requirement. However, you may use any other certified transcript evaluation service. http://tea.texas.gov/Texas_Educators/Certification/Out-of-State_Certification/Foreign_Credential_Evaluation_Services/ http://www.naces.org/members.htm

Disclaimer

The above description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. LC reserves the right to add, change, amend, or delete portions of this job description at any time, with or without notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by LC as its discretion to enable individuals with disabilities to perform the essential functions.

We regret to inform you that this job opportunity is no longer available as it has expired

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