Instructional Assistant

Characteristic Duties and Responsibilities

1. Performs secretarial/receptionist duties such as typing, mailing, maintaining required records, answering the telephone and taking messages, scheduling appointments, and greeting office visitors.
2. Performs the associated duties of a cost center clerk, prepares and submits requisitions and keeps track of budget expenditures, and maintains supply inventory.
3. Reviews, processes, and ensures departmental forms such as Faculty Leave Reports, Travel Requests/Reports, Requisitions, and all other forms are accurate, complete, and are accompanied with the appropriate required documentation.
4. Maintains confidential files and records of students, faculty, and staff.
5. Maintains an effective and efficient file management system for the department office.
6. Maintains updated syllabi and ensures copies are ready for distribution before each semester begins. Uploads updated syllabi with each individual instructors course calendar and other information on the College website by the end of seven days after the semester begins.
7. Keeps accurate property inventory records for the department office, faculty offices, etc.
8. Assists the Program Director in budget planning and preparation.
9. Submits works orders for building and equipment maintenance.
10. Works with Program Director to input catalog changes and submits to appropriate office for approval.
11. Prepares department meeting minutes.
12. Prepares, processes and checks for accuracy all Faculty Course Overloads and Adjunct Agreements.
13. Assists in assigning and contacting Adjunct Faculty regarding class assignments.
14. Assists the Program Director in scheduling substitutes for absent instructors.
15. Distributes student evaluation results to faculty.
16. Inputs and revises semester class schedule in the Banner system as requested by Program Director and approved by the VP.
17. Prepares class status change forms as needed.
18. Assists Program Director in preparing curriculum revisions to be submitted to the VP.
19. Supervises work-study employees, including interviewing and hiring, formulates work schedules, assigns duties, verifies work hours, completes performance evaluations, provides training in office procedures, polices, and operation of office equipment.
20. Performs other related duties assigned by the Program Director, and Provost/Vice-President of Academic Affairs.

Qualifications/Certifications/Licenses/Skills

NOTICE: Required Documents
To be considered for this position, you are required to upload your high school diploma or unofficial transcript or GED certificate. 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:

• High School graduate or equivalent.

Preferred:

• Two years of secretarial experience.

Knowledge, Skills and Abilities

• The Instructional Assistant must reflect appropriate office and telephone etiquette procedures, and should be articulate in Spanish and English. In addition, this individual must have a cooperative attitude and be able to communicate effectively with students, campus visitors, and college staff. The Instructional Assistant is responsible for the care and maintenance of office equipment, for maintaining an efficient work area, and for keeping accurate records. This individual must possess effective clerical and office secretarial skills such as filing, work processing and be able to use modern office equipment.
• The Instructional Assistant must have the ability to type with a high degree of accuracy; proficient in clerical skills and knowledgeable of office machines; proficient in the use of microcomputer applications; Microsoft Word, Excel and internet. The use of microcomputer is required, and the use of database and spreadsheet application programs is preferred.

Additional Information

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

Supervision Exercised
College work-study employees.

Supervision Received
Career Services & Innovation Center Director

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.

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