Academic Services Specialist

Administrative Services

Compensation: $17.36 –
$21.71

Key Position Information:

The candidate for this position will:

• Develop an understanding of
  initial teacher certification, AA transfer plans and all baccalaureate degrees offered in the COE
• Provide timely response to
  student emails and calls
• Possess organizational skills to process admissions, retrieve transcripts, manually register students
• Track student files, including maintaining databases
• Receive and enter FTCE scores
• Complete and report program
  completion
• Create and manage surveys
• Work closely with academic advisors and recruiters
• Prepare and organize
  orientation and marketing materials and attend COE recruitment events
• Use PeopleSoft
• Attend COE meetings
• Maintain
  confidentiality
• Other duties as assigned

Position Summary:

Incumbents provide advanced
administrative services requiring a broad knowledge of the assigned department/division. Responsibilities may include collecting,
reconciling, and maintaining complex data; coordinating and implementing departmental processes; providing accurate information during
high-impact and risk situation; monitoring budgets, accounts, billings, and/or expenditures;  monitoring project timelines and identifying
issues; preparing financial and/or statistical reports; preparing meeting agendas and taking official meeting minutes for distribution and
documentation; planning and coordinating events; independently preparing materials for supervisor’s meetings; determining priority items for
supervisor; and reading and responding to supervisor’s voicemail and e-mail. Incumbents may supervise student workers and/or part-time
staff.

Basic knowledge of applicable laws, regulations, and departmental policies and procedures are required at this level. 
Incumbents perform non-routine, complex clerical functions requiring the application of department and organizational policies and
procedures, and an increased level of responsibility with organizations and individuals external to the College including students and
academic processes and information.  Responsibilities may include explaining organizational or departmental policies and procedures to
students, faculty, and other staff; prioritizing tasks; scheduling appointments, classes, and/or activities; developing and implementing
filing systems; compiling, tracking and reviewing data and reports; attending meetings and taking notes; desktop publishing; preparing,
reviewing, revising and distributing documents and correspondence; creating purchase orders; monitoring expenses; and performing basic
quantitative and qualitative reviews of data.  Incumbents may spend up to 30% of their time on the duties of the lower level.  Incumbents
may provide direction to student workers and/or part-time staff and may occasionally perform some of the duties of the higher
levels.

Requirements:

Education:

High School Diploma or equivalent
(GED)

Experience: 

Four years clerical or administrative experience.

* An equivalent
combination of education and experience sufficient to successfully perform the essential duties of the job may be acceptable in lieu of
those requirements listed above.

Knowledge:

• Customer service principles;
• Modern office
  procedures, methods, and equipment;
• English language, grammar, and punctuation;
• Basic filing and recordkeeping
  principles;
• Basic office equipment maintenance procedures;
• Basic budget principles;
• Data review techniques;
• Computers and related software applications.

Skills:

• Composing routine correspondence, memos,
  forms, and/or other related information;
• Proofreading and editing documents;
• Providing customer service;
• Maintaining files;
• Using modern office equipment;
• Preparing and maintaining records and files;
• Processing and
  reviewing data;
• Prioritizing and assigning work;
• Using a computer and related software applications;
• Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the general public, etc.
  sufficient to exchange or convey information and to give and receive work direction.

Physical:

• Positions in this class typically require: reaching, standing, walking, grasping, feeling, talking, hearing, seeing and repetitive
  motions.
• Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or
  constantly to lift, carry, push, pull or otherwise move objects.  Sedentary work involves sitting most of the time.  Jobs are sedentary if
  walking and standing are required only occasionally and all other sedentary criteria are met.

Responsibilities:

1.

Enters, maintains, reports, and verifies a variety of information from applicable documents,
spreadsheets, invoices, databases, logs, forms, and/or other related areas, utilizing established guidelines and procedures to determine
appropriate steps. Reviews data and information to troubleshoot discrepancies and verify accuracy.

Daily

30-50%

2.

Drafts and types a variety of business documents, including letters, memos, contracts, and/or other related documents.

Daily

10%

3.

Responds to requests for information, in person, via e-mail, and over the phone; takes and
transmits messages; answers department questions and provides information; directs visitors to appropriate locations.

Daily

10%

4.

Performs various routine clerical duties, utilizing standard office equipment, to include:
screening incoming calls; taking and transmitting messages; greeting visitors; keyboarding information into databases; scanning and/or
faxing documents; and performing related duties.

Daily

10%

5.

Monitors and maintains inventory which
includes creating purchasing orders and monitoring expenses.

Weekly

10%

6.

May prioritize and assign work
to student workers and/or part-time staff; monitor the performance of staff; and train students and/or staff on work methods and procedures.

Daily

10%

7.

Performs other duties of a similar nature or level.

As Required