Administrative Assistant, Communication & Arts Job at NorthWest Arkansas Community College
NorthWest Arkansas Community College (NWACC) provides quality and affordable higher education to empower lives and strengthen communities within Northwest Arkansas and surrounding areas.
As the largest community college in Arkansas, NWACC is recognized as a leader in education. NWACC offers a full range of associate degrees, certificates and workforce training programs that prepare students for rewarding futures and careers.
As the largest community college in Arkansas, NWACC is recognized as a leader in education. NWACC offers a full range of associate degrees, certificates and workforce training programs that prepare students for rewarding futures and careers.
NWACC employees are dedicated to fostering a diverse educational community and cultural learning environment that supports student success.
The Administrative Assistant, Communication & Arts is responsible for coordinating office activities, researching and preparing special reports, and developing, revising, and recommending administrative policies and procedures as directed by supervisor. This position is governed by state and federal laws and agency policy.
General Office Duties
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Manages the day-to-day operations of the office for the Dean of Communication and Arts, including faculty relations, contact with external constituents, and relationship building with local, state, and national organizations on behalf of the Dean of Communications and Arts.
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Manages the calendar and planning for the Dean of Communication and Arts meetings and schedules. Coordinates the Deans’ daily meetings with current faculty and other deans.
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Supports and manages all communications and correspondence for the Dean of Communication and Arts, including telephone, email, letter writing, and others as needed. Handles confidential information with tact, discretion and in compliance with FERPA regulations.
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Coordinates all travel arrangements for the Dean of Communication and Arts and faculty. Submits electronic travel purchase requisitions. Includes supporting documents such as: preferred flights, hotel accommodations, modes of transportation and conference registration. Submits Spend Authorization form in Workday prior to travel.
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Serves as initial point of contact for faculty, staff, students and the public seeking assistance from Communication and Arts Division. Maintains an orderly and welcoming office environment, greets all visitors with pleasant and professional demeanor, and assists visitors in locating instructors, campus resources and services.
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Performs clerical tasks to support activities of the division, which includes but is not limited to copying, filing, processing incoming and outgoing mail and faxes.
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Provides administrative support and coordination to the division by recording and distributing meeting minutes; maintains files for division-sponsored events such as the Spring Arts Festival, various music, theatrical performances, and art shows; drafts agendas, orders nametags, coordinates events to include catering, room reservations and work orders; provides miscellaneous event assistance with promoting, executing, and following up on extra-curricular events such as performances and recruitment fairs.
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Oversees the Communication & Arts classrooms. Periodically checks supplies, troubleshoots printers, and makes sure computers are in working order. Submit work orders for items in need of repair or replacement.
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Collaborates with other divisional administrative assistants, campus clubs and organizations, and staff on miscellaneous projects and serves on various committees.
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Oversees and directs the work of the department work-study student.
Budget Management
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Manages, tracks, and reports/prepares monthly budget reports for departments.
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Prepares monthly budget reports for division dean.
Database Management
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Maintains databases and tracks data using a variety of systems, from Excel, Word, Banner, Success Planner, and other college software systems as needed.
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Inputs class schedules into Banner, coordinates room scheduling in Ad Astra, prepares faculty payments through PAPs in Workday and FLAC modules in Banner, and processes schedule changes, cancellations, closings in the aforementioned systems.
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Oversees all office purchases (internal and external requests) and maintains office supply inventory. Generates electronic requests for bids, purchase requisitions, and invoices as needed to reconcile budgets, prepares back-up documentation and required paperwork to process budget requests.
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Generates technology access request for new employees.
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Assists as needed with preparation and submission of grants and related reports. Maintains files and records related to grants and other faculty activities.
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Creates and maintains database on student outcomes for division programs.
Reporting and Research
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Develops regular enrollment comparison reports for individual courses and programs, writes reports summarizing observations and makes recommendations for further action.
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Tracks student inquiries on the “Ask C&A” email account and compiles a yearly report for the dean documenting specific inquiries/interest in division programs.
Rate of pay: $12.40 per hour
Knowledge, Skills, and Abilities
Knowledge of research and analysis techniques and methods.
Knowledge of work-related subject area.
Knowledge of computers and software applications.
Ability to prepare, present, and review oral and written information and reports.
Ability to research and analyze related work program information.
Ability to develop, recommend, interpret, and apply policies and procedures.
Ability to analyze financial records and prepare reports.
Ability to plan, organize, and direct the work of others.
Physical Demands
The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.
While performing the functions of this job, the employee is continuously required to sit, use hands to finger, handle, or feel, talk or hear; regularly required to reach with hands and arms, taste or smell; occasionally required to walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.
Required Qualifications
The formal education equivalent of a high school diploma; plus one year of specialized training in business management, business education, or a related field; plus two years of experience in a specialized or a related field applicable to work performed.
Additional requirements determined by the institution for recruiting purposes require review and approval by the Arkansas Division of Higher Education.
OTHER JOB RELATED EDUCATION AND/OR EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS, EXCEPT FOR CERTIFICATION OR LICENSURE REQUIREMENTS, UPON APPROVAL OF THE QUALIFICATIONS REVIEW COMMITTEE.
NWACC is an Equal Opportunity Employer, please see our EEO policy.
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