Administrative Assistant

This position requires the ability to follow established office procedures; supervise student workers and/or clerks; perform duties as assigned by the Associate Provost, the Program Coordinator, or the Provost/Vice President of Academic Affairs; maintain office and instructional equipment; and ensure accurate and complete recordkeeping. The Administrative Assistant assists in coordinating campus processes, monitoring deadlines, tracking required documentation, and facilitating communication among departments and college offices to support the efficient operations. The position also assists with coordinating campus events and activities, supporting personnel, and facilitating operational functions for South Campus-wide services and initiatives. This individual provides clerical, secretarial, and receptionist support, delivering excellent customer service and performing responsible work requiring initiative, independent judgment, and the ability to carry out a variety of complex functions, including prioritizing competing tasks and managing multiple responsibilities in a dynamic office setting. The position requires attention to detail, sound organizational skills, discretion in handling confidential information, and the ability to work independently while supporting campus goals and objectives. The Administrative Assistant contributes to a respectful, safe, and professional office environment that supports Laredo College's mission and promotes a positive experience for faculty, staff, students, visitors, and the community.

Characteristic Duties and Responsibilities

1. Assist the Associate Provost/South Campus Administrator and provide support to the Project Coordinator in planning, coordinating, and monitoring South Campus operations, ensuring alignment and compliance with institutional goals, policies, procedures, operational priorities, and guidelines established by the Provost/Vice-President of Academic Affairs Office.
2. Facilitate communication and coordination among South Campus personnel, other college offices, and external stakeholders; coordinate activities across multiple departments; monitor deadlines, track progress, and follow up on operational and administrative matters to ensure timely completion.
3. Perform office management and administrative support functions, including typing, mailing, answering, and directing calls, scheduling appointments, notifying departments of deadlines, greeting visitors, and providing information regarding departments, programs, the Deans offices, the Associate Provosts Office, the South Campus, and the College, ensuring consistent and professional daily office operations.
4. Maintain confidential divisional records and filing systems, including faculty, staff, and student records; ensure accurate recordkeeping of divisional documents; and maintain an organized, effective, and efficient file management system.
5. Coordinate and process administrative, financial, and operational functions, including serving as a cost center clerk; monitoring budgets and tracking expenditures; preparing requisitions; assisting the Associate Provost with budget planning and preparation, ensuring accuracy and compliance with institutional budget guidelines; and managing office supply and property inventories.
6. Review, process, and monitor the accuracy and completeness of operational and personnel documentation, including travel requests, requisitions, employment packets, agreements, memorandum of understanding (MOUs), and other administrative forms, each supported by required documentation.
7. Utilize technology, software applications, and other institutional systems to process transactions, maintain records, generate reports, and track operational activities for the Associate Provosts Office and the South Campus.
8. Assist with faculty-related processes, including supporting the Associate Provost with the evaluation of tenured, tenure-track, and post-tenured faculty.
9. Assist with state and federal reporting processes, including compiling and preparing required institutional, state, or federal reports assigned to ensure compliance with state mandates.
10. Support reporting and institutional effectiveness efforts, including collecting, maintaining, and analyzing internal data to support divisional planning and decision-making, and assisting in the development and assessment of institutional effectiveness measures and state-required performance tracking.
11. Assist in planning, coordinating, attending, and executing activities, including South Campus community engagement initiatives, meetings, training sessions, workshops, division and College events, and signing ceremonies; prepare agendas, minutes, and related materials; and provide on-site support to ensure successful event implementation.
12. Coordinate operational and logistical functions, including travel arrangements, work orders for equipment maintenance and repairs, and review of the Associate Provosts Office and South Campus departments webpage to ensure information is current and accurate.
13. Provide customer service and administrative support to faculty, staff, and students by responding to inquiries and providing accurate information, resolving routine issues independently, while fostering a respectful, safe, and professional office environment.
14. Supervise student workers, including interviewing, hiring, scheduling, assigning duties, verifying work hours, conducting evaluations, and providing training on office procedures, policies, and equipment.
15. Ensure adherence to the established academic calendar and full compliance with Board of Trustees-approved institutional policies and procedures, as well as institutional, state, federal, and accreditation requirements, including communicating policies to division personnel and supporting the implementation of instructional guidelines consistent with institutional standards.
16. Perform other related duties as assigned by the Associate Provost/South Campus Administrator, in support of divisional and South Campus operations.

Qualifications/Certifications/Licenses/Skills

NOTICE: Required Documents

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

Required:

• A minimum of two years of college courses.
• A minimum of three years of work experience involving interpersonal skills, clerical, and secretarial functions, and customer service.

Preferred:

• Associates degree.
• A minimum of four years of secretarial experience with a high-level administrator, preferably in a higher education institution, and familiar with instructional practices.

Knowledge, Skills and Abilities

• The Administrative Assistant is responsible for organizing and coordinating office operations and procedures to ensure the effectiveness and efficiency of the Associate Provosts Office and the South Campus.
• This individual supports the Associate Provosts efforts to provide planning, leadership, and direction for the designated area of responsibility and serves as a central point of coordination for administrative, operational, and communication activities across campus departments and services.
• This position requires the ability to follow established office procedures; supervise student workers and/or clerks; perform duties as assigned by the Associate Provost, the Program Coordinator, or the Provost/Vice President of Academic Affairs; maintain office and instructional equipment; and ensure accurate and complete recordkeeping.
• The Administrative Assistant assists in coordinating campus processes, monitoring deadlines, tracking required documentation, and facilitating communication among departments and college offices to support the efficient operations.
• The position also assists with coordinating campus events and activities, supporting personnel, and facilitating operational functions for South Campus-wide services and initiatives.
• This individual provides clerical, secretarial, and receptionist support, delivering excellent customer service and performing responsible work requiring initiative, independent judgment, and the ability to carry out a variety of complex functions, including prioritizing competing tasks and managing multiple responsibilities in a dynamic office setting.
• The position requires attention to detail, sound organizational skills, discretion in handling confidential information, and the ability to work independently while supporting campus goals and objectives.
• The Administrative Assistant contributes to a respectful, safe, and professional office environment that supports Laredo College's mission and promotes a positive experience for faculty, staff, students, visitors, and the community.

Additional Information

Introductory Review Period
All hires are subject to a 90 day introductory review period.

Supervision Exercised
Student workers and/or clerks

Supervision Received
Associate Provost and Program Coordinator

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. Foreign Credential Evaluation Services NACES Members

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.

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