Administrative Associate- Dean, Arts, Communication & Social Science

Job Summary

Provide administrative support in an office environment with a variety of complex, technical and confidential tasks. Position requires the use of judgment and discretion to handle administrative matters following policy in supervisor's absence or to relieve supervisor.

Essential Functions

Assist with the coordination and administration of office operations to include establishing and implementing office practices and procedures. Assist with policy and procedure changes. Provide work direction and training to other administrative support staff and student workers.

Perform complex and confidential administrative support duties, including composing and typing routine correspondence. Conduct research, compile and type statistical reports, and verify accuracy. Respond to routine correspondence under own signature or draft response for supervisor's review on more complex correspondence. Organize and maintain routine and confidential files, correspondence, and other records.

Respond or refer questions, answer and screen telephone calls, schedule and arrange conference calls. Read, route, and respond to incoming and outgoing mail and correspondence, including e-mail and faxes.

Assist in a variety of fiscally related tasks to include verifying charges and resolving issues. Prepare and process check requests, purchase requisitions, budget transfers, and journal entries. Order and maintain supplies and arrange for equipment maintenance. Process Human Resources documentation such as job applications, timesheets, Employment Action Records, and Personnel Action Records.

Assist with and arrange meetings and conferences which includes face-to-face and virtual platforms, prepare agendas and materials, reserve and prepare facilities, and record and transcribe minutes of meetings. Arrange and coordinate catering, travel schedules, and reservations.

Process Abstracts for Board of Trustee meetings to include assisting with proofreading, grammar, format, account budget information, gathering supporting documentation, and meeting submission deadlines.

Perform other related duties as assigned.

Qualifications

Required Qualifications:

1. Associate's Degree or equivalent and three (3) years of related experience.*

NOTE: A copy of the transcript reflecting this required education MUST be submitted for consideration and reflect completed coursework and degrees conferred. The candidate must be fully qualified for the position at the time of application.

2. Effective oral and written communication skills.

3. Ability to handle confidential information.

4. Ability to establish and maintain effective working relationships.

5. Effective customer service skills.

6. Proficient with Microsoft Office Suite.

7. Effective time management and organizational skills.

8. Ability to analyze and interpret data.

Special Condition(s):

1. Must successfully pass a thorough, comprehensive background investigation.

Other RequirementsIndividuals desiring consideration MUST complete and submit an EPCC Application for Employment online by the announced deadline.

• An equivalent combination of education and experience is as follows:

a. Related experience beyond the minimum required may be used to substitute for up to one-half of the minimum education requirements at a 2:1 ratio.

b. Education beyond the minimum required may be used as a substitute for up to one-half of the minimum experience requirements at a 2:1 ratio.

COPIES OF ACADEMIC TRANSCRIPTS MUST BE SUBMITTED by mail, scanned/uploaded with the application, or hand delivered. CURRENT EMPLOYEES ARE ALSO REQUIRED TO SUBMIT THEIR TRANSCRIPTS WITH EACH SUBMITTED APPLICATION; TRANSCRIPTS IN PERSONNEL FILES CANNOT BE ACCESSED BY EVALUATORS FOR THIS PURPOSE. APPLICATIONS SUBMITTED WITHOUT TRANSCRIPTS WILL NOT BE CONSIDERED. Only documents stating 'Transcript' or 'Unofficial Transcript' will be accepted. Other documents (Degree Audit, Degree Summary, Program Summary, etc.), submitted in lieu of transcripts will not be accepted. Transcripts must be received within one week following the closing of the posting.

Please mail your transcripts to El Paso Community College, Employment Services, P.O. Box 20500, El Paso, TX 79998. Mailed documents MUST include the position title and posting number for this position vacancy.

A letter of application, resume, letters of recommendation, and other supporting documents are optional but highly encouraged and may be submitted on-line with the application form or forwarded to the Human Resources Department at the address shown above.

Copies of transcripts should reflect completed coursework and conferred degrees. All academic coursework and degrees must be from a regionally accredited college or university or be certified by an acceptable agency that the institution is recognized by the appropriate governmental agency in its home country (this is generally stated in the degree evaluation).

Transcripts issued in a language other than English must be accompanied by a full translation (word for word) by an acceptable translator. Additionally, each foreign transcript must be evaluated for equivalency to United States accredited coursework by an agency certified by the National Association of Credential Evaluation Services (NACES) or granting institution if accredited by one of the regional accrediting bodies such as Southern Association of Colleges and Schools.

Applications containing foreign transcripts that are not accompanied with the above required documentation will not be considered.
In accordance with federal law and as a condition of employment, the successful candidate must furnish documentation verifying employment authorization eligibility and identity before being employed.

The El Paso County Community College district is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, gender, age, disability, veteran status, sexual orientation, or gender identity.

Physical Requirements:

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. While performing the duties of this Job, the employee is regularly required to sit, use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand, walk and stoop, kneel, crouch, or crawl. The employee must frequently lift and move up to 10 pounds and occasionally lift and move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.