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Administrative Specialist Student and Community Engagement

The administrative specialist ensures that the office of the Dean for Student and Community Engagement operates effectively, efficiently, and professionally. This position provides overall support to the dean and will interact frequently with students, staff, elected officials, community stakeholders and the Office of the President.


Responsibilities




  • Composes and types correspondence.


  • Creates printable items such as fliers, brochures, event programs and posters.


  • Manages the dean's calendar and helps prioritize commitments to use the dean's time effectively and always confirms meetings, locations, and sends meeting confirmations.


  • Prepares and assembles materials for internal and external meetings and events.


  • Creates and maintains office procedures and electronic storage to promote proper record management and efficient work.


  • Contributes to the logistics, planning and implementation of college projects and events and external meetings.


  • Prepares and submits the dean's monthly activity, one-liners and President's Reports


  • Performs budget maintenance including, purchasing of materials, travel reimbursements and assists with other functions of financing such as reviewing leave reports and time sheets for departments that are under
    the supervision of the dean.


  • Maintains elected officials database, and works with Institutional Research to update the Community College District 516 Elected Officials maps as needed.


  • Assists with the reviewing and monitoring of federal and state legislation as requested by the Dean.
    Conducts research relevant to the department.


  • Performs other duties as assigned.





  • High school diploma or equivalent required. Associate degree preferred.


  • Three years related administrative assistant or office experience required.


  • Ability to work effectively with a team and thrive in a collaborative environment with excellent organizational, analytical and problem-solving skills, and attention to detail.


  • Must exercise good judgment, work independently, and demonstrate excellent communication and organizational skills.


  • Advanced technology skills including Microsoft Suite (Word, PowerPoint, Excel, and Publisher), as well as other database, email, and electronic calendaring systems.


  • Excellent written and oral communication skills.


  • Excellent interpersonal skills to handle sensitive and confidential situations that require demonstrated poise, tact, confidentiality and diplomacy.


  • Demonstrated ability to effectively communicate and collaborate with all levels of constituents.


  • Demonstrated ability to set priorities, handle multiple assignments and deadlines, and display appropriate judgment while operating in a flexible and professional manner.


  • Demonstrated commitment to contributing to a diverse, equitable and inclusive environment for all members of our college community.



Equal Opportunity Employer: minority/female/disability/veteran




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