Hourly - Senior Office Assistant, Continuing & Professional Studies

Overview

Perform clerical/office support for the assigned institute/department. Provide customer services and serve as information resource to students, staff or the public requiring detailed knowledge of various programs or procedures. Process and maintain various information, documents, and records. Assist CPS with specific functions under direction of the Executive Director. 

Responsibilities

Student / Customer Service 

• Provide phone and face-to-face customer service support to assist students, staff, instructors, and community members in a variety of functions. 
• Provide information to internal and external customers regarding the services of CPS as well as general information about other college services. 
• Maintain general knowledge about the College to be able to respond accurately to inquiries, resolving routine problems and questions.
• Refer calls and questions of a complex nature, when necessary, to other institutes and departments and services across the campus. 
• Support student success and program completion by acting as liaison between students and appropriate administrators and/or College support services.

General Office Support 

• Provide clerical support to the assigned institute/department, including, but not limited to: 
  • Control mail distribution 
  • Draft, edit, prepare, and distribute correspondence. 
  • Take, prepare and distribute meeting minutes. 
  • Maintain office electronic calendar, appointment and coordinate meeting arrangements using technology. 
• Organize and maintain large or complex records and files. 

 Information Processing / Record 

• Collect, verify, maintain and update institute/department information through the use of electronic media, software programs, and college information systems. (This includes but is not limited to completing e-requisitions, developing charts and spreadsheets, converting information to Power Point presentations, utilizing SharePoint, maintaining CPS webpages, navigating/inputting/exporting data in Colleague, and the like). 
• Enter course and section data in Colleague ERP system as directed by program area administrators in an accurate and timely manner. 
• Prepare documents frequently of a complex nature requiring detailed knowledge of the institute/department procedures. Review and verify information contained in student or staff related documents to ensure completeness and compliance with division or institute/department procedures. 
• Aid students and/or members of the public in completing and processing various forms and records required by the College or outside agencies. 
• Manipulate data to provide reports or other requested information. 
• Process requisitions, reconcile invoices and other documents and prepare reports for supervisory review. 
• Identify and resolve routine discrepancies through the exchange of information with students, staff or other appropriate institutes/departments. 
• May maintain budget and other institute/department records.

Department Specific Functions 

• Assist administrators with CPS specific functions. 
• Work with other staff to ensure completion or smooth operation of CPS programs/projects/assignments. 
• May provide functional training and/or assistance to other student and/or support staff as requested. 

Qualifications

Education 

• High school graduation required. Associate's Degree preferred. 

Experience 

• Three years prior experience in an office support position of similar responsibility is necessary.
• Experience in an educational environment preferred. 

Knowledge Abilities/Skills 

• Outstanding customer service and communications skills.
• Proven ability to work effectively with students of varying ages and diverse backgrounds.
• Strong interpersonal and organizational skills with the ability to develop effective working relationships with students, staff, and faculty.
• Ability to prepare reports and publications.
• Ability to maintain confidentiality.
• Computer literacy skills at an intermediate level with the demonstrated ability to utilize and apply Microsoft Office Outlook, Word, Excel, and PowerPoint as well as specialized software programs and computer applications. 
• Ability to learn and apply office practices, procedures, policies, and regulations that are essential to the position.

Application Documents

Pay Rate