Job Information
Hinds Community College Administrative Assistant/Data Specialist in Utica, Mississippi
Position Title:
Administrative Assistant/Data Specialist
Job Description:
HINDS COMMUNITY COLLEGE
Job Descriptions
JOB TITLE: Administrative Assistant/Data Specialist
REPORTS TO: Pamela F. Williams
DEPARTMENT: Student Support Services
EXEMPT:
VICE PRESIDENT: Jonathan Townes
GENERAL STATEMENT OF THE FUNCTION
All Hinds Community College employees must commit to the Caring Campus approach to student engagement and daily apply these general behavioral objectives: listen to student questions and concerns with a positive attitude and make meaningful connections with students.
QUALIFICATIONS REQUIREMENTS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Provide administrative support to the SSS Project Director and generally to the program, including the collection and compilation of data, preparation of correspondence and other materials, operation of standard office equipment (copier/fax machine/scanner), supply ordering and inventory, as well as the processing of requisitions, invoices, and other requests.
Track program expenditures and maintain budgets using Excel.
Provide administrative support to the SSS Project Director and generally to the program, including the collection and compilation of data, preparation of correspondence and other materials, operation of standard office equipment (copier/fax machine/scanner), supply ordering and inventory, as well as the processing of requisitions, invoices, and other requests.
Track program expenditures and maintain budgets using Excel.
Maintain up-to-date knowledge of college procedures and regulations as they pertain to college policies and daily grant operations.
Maintain student records, update participant files and information as needed, as well as assist with necessary tracking using Student Access (data management system).
Support the SSS Project Director with the grant’s federal annual performance review (APR).
Coordinate travel and all travel-related arrangements (accommodations, conference registrations, etc.) for staff and participating students.
Accurately prepare and certify payroll work study timesheets, as well as assist with the supervision of work-study students and peer tutors.
Support the Project Director in monitoring and updating the inventory of all program assets (i.e. computers, printers, software, textbooks, test materials, etc.).
Handle routine tasks on the successful execution of the program, including submitting work orders, obtaining hospitality items, and setting up as needed.
Exhibit sensitivity toward SSS participants while honoring the confidentiality and privacy of student records, as well as sensitive information.
Provide customer service by greeting students and visitors, answering incoming calls, and directing as needed and/or providing appropriate information and successful resolution of routine administrative issues relative to SSS.
Welcoming atmosphere to students and staff
Perform other duties as assigned.
Maintain up-to-date knowledge of college procedures and regulations as they pertain to college policies and daily grant operations.
Maintain student records, update participant files and information as needed, as well as assist with necessary tracking using Student Access (data management system).
Support the SSS Project Director with the grant’s federal annual performance review (APR).
Coordinate travel and all travel-related arrangements (accommodations, conference registrations, etc.) for staff and participating students.
Accurately prepare and certify payroll work study timesheets, as well as assist with the supervision of work-study students and peer tutors.
Support the Project Director in monitoring and updating the inventory of all program assets (i.e. computers, printers, software, textbooks, test materials, etc.).
Handle routine tasks on the successful execution of the program, including submitting work orders, obtaining hospitality items, and setting up as needed.
Exhibit sensitivity toward SSS participants while honoring the confidentiality and privacy of student records, as well as sensitive information.
Provide customer service by greeting students and visitors, answering incoming calls, and directing as needed and/or providing appropriate information and successful resolution of routine administrative issues relative to SSS.
Welcoming atmosphere to students and staff
Perform other duties as assigned.
EDUCATION AND/OR EXPERIENCE
Associate’s Degree in Business or related area with three years of secretarial or office management experience.
ESSENTIAL DUTIES AND RESPONSIBILITIES , include the following.
Other duties may be assigned.
Maintain knowledge of diversity-related issues, legislation, and best practices.
At least 3-5 years of experience in office management; Must have experience with spreadsheets, budgets, and reports; Skills and training in purchasing; Experience with data collection and maintaining files and records; Excellent oral and communication skills; Ability to manage multiple projects simultaneously, taking initiative as needs arise; Must be highly motivated, detail-oriented, resourceful, organized, and efficient; Must have the ability to lead and manage others; Ability to track, report and analyze data; Assist with input of student and staff data for reporting requirements; Proficient in Microsoft Office Suites, Outlook, and other software that is needed to perform duties. Knowledge of US Department of Education regulations on TRIO Projects. Perform any other related duties as assigned.
SUPERVISORY RESPONSIBILITIES:
PHYSICAL DEMANDS
The physical demands 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.
While performing the duties of this job, the employee is regularly required to use hand to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee frequently is required to stand, walk, sit, taste and smell. The employee is frequently required to sit.
The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl.
The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those
an employee encounters while performing the essential functions of this job.
The noise level in the work environment is usually moderate, and the employee is occasionally required to perform job responsibilities in the outdoors and off site.
We promote a culture of inclusion for all employees that respects individual strengths, ideas, and capabilities. We believe that our differences enable us to make better decisions, drive innovation, and deliver better results .
Mission
Hinds Community College is committed to moving people and communities forward by helping develop their purpose, passion and profession.
Vision
Hinds Community College will be a catalyst to create a competitive economy and a compelling culture for Mississippi.
Values
Hinds Community College aspires to the following IDEALS:
Integrity
Diversity
Excellence
Accountability
Leadership
Stewardship
In compliance with Title VI of the Civil Rights Act of 1964, Title IX, Education Amendments of 1972 of the Higher Education Act, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990 and other applicable Federal and State Acts, Hinds Community College offers equal education and employment opportunities and does not discriminate on the basis of race, color, national origin, religion, sex, age, disability or veteran status in its educational programs and activities. We recognize our responsibility to provide an open and welcoming environment that fosters a culture of diversity, equity, and inclusion for employees and students to collaboratively learn, work and serve our communities.
The following have been designated to handle inquiries regarding these policies:
EEOC Compliance: Director of Diversity, Equity and Inclusion
Box 1100 Raymond MS 39154; Phone: 601-857-3458 or Email: EEOC@hindscc.edu .
Title IX : Associate Vice President Student Services, Title IX Coordinator
Box 1100 Raymond MS 39154; Phone: 601-857-3353 or Email: TitleIX@hindscc.edu .
Full Time/Part Time:
Full time
Position Type:
12 Month 260 Days
Job Classification:
Hinds
Scheduled Hours:
40