Salary Grade VIl

General Description:

Provides full support in wide range of roles with narrow authority to regularly make independent decisions, exercise independent judgment and resolve problems that are central to the operation.

Essential Job Functions:

Examples of typical tasks and responsibilities (this list represents a sample of typical tasks and responsibilities and is not meant to include all possible assignments in this title group):

• Establish and execute specific priorities for departmental activities based on the guidance and intent from department/division leadership.
• Coordinate and carry out various special projects, establish timelines and ensure accurate and full completion of projects in a timely and efficient manner
• Assist in the collection, calculation, and organization of statistical information required for Division decision-making and planning.
• Monitor expenditures, process budget documents and budget adjustments and pay invoices.
• Prepare, process and/or monitor a variety of forms, records, schedules, reports and other documents related to administrative functions of the office.
• Confer regularly with College senior administration, and other faculty and staff, to exchange information, investigate and resolve problems
• Maintain calendar, make meeting/travel arrangements, coordinate presentations and provide general clerical support for the manager.
• Assist office staff with technical issues (Word, Excel, etc), as requested.
• May supervise, monitor or coordinate the activities of other staff members.
• Other duties as assigned.

Qualifications:

• Minimum (7) seven years experience in a progressively responsible administrative support position.
• High school diploma, associate’s degree preferred
• Strong organizational and management skills are essential. Proficient in Microsoft Office.
• Excellent verbal and written communication skills. Ability to perform multiple tasks with changing priorities.
• Demonstration of the specific core competencies indicated for this title and level.
• Technical skills as indicated for this title and assignment level.

A department with an assignment necessitating special requirements, with the approval of Human Resources, can request higher education requirements.

Core Competencies

Communication

• Communicates well both verbally and in writing; uses technology effectively in communicating.
• Communicates in a style appropriate to the college and consistent with its mission.
• Listens effectively; gives and accepts feedback in a constructive manner.
• Demonstrates respect in all communications for the diversity of all internal and external customers.
• Handles more unique or difficult inquiries seeking solutions that involve a thorough knowledge of the policies or regulations of the department or college.
• Assesses situations using precedence and is skillfully flexible in responding.
• Redirects conversations to other departments or professional staff when appropriate.
• Prepares and submits complex written reports or correspondence for both internal and external customers.
• Models respect for diversity in all communication.
• Honors commitments made to customers and assists lower level staff in being responsible to customer expectations.

Interpersonal

• Willing to help and assist others.
• Respects others, especially those who are of different backgrounds, and self.
• Exhibits a positive, friendly and open attitude.
• Works as part of a team; seeks to include diverse opinions and views.
• Handles conflict appropriately; able to disagree without hostility.
• Shares information and ideas; gives others credit when due.
• Accepts accountability for own actions and promotes accountability of others.
• Applies appreciation of differing skills in assigning duties to lower level staff.
• Applies appreciation of diversity in forming an office project team;
• Leads projects to successful conclusion by integrating the contributions of others.
• Creates in others a commitment to shared success for the team.
• Identifies professional development opportunities that would be useful for lower level staff.
• Remains effective under stressful conditions.
• Maintains confidentiality as appropriate.
• Acknowledged by others for the guidance provided; organizes the public acknowledgment of others.
• Confronts interpersonal differences with respect; avoids blaming others.
• Formulates agreements with others to solve problems and lives up to commitments made to others.

Institutional Know-How

• Committed to the mission and values of the college and the goals of the unit.
• Knows and follows policies and procedures.
• Knows where or how to find information.
• Respects others as resources and uses their time carefully.
• Develops a network of internal contacts.
• Serves as a resource to others about policies, procedures, and precedents.
• Keeps others informed.
• Considers the interconnectedness of the various college offices and systems in balancing efforts to achieve the unit’s goals.
• Can articulate the unit’s policies and procedures and explain how they intersect with other areas of the college.
• Takes the initiative to follow up on referrals to other units in order to assure appropriate services have been rendered and to maintain good relations with other offices.
• Understands the impact of individual performance of support staff on institutional outcomes.
• Represents and conducts the business of the college in accordance with all rules, regulations and mandates.
• Trains lower level staff in institutional processes and techniques for maneuvering through the system.

Customer Service

• Gives high priority to customer concerns.
• Engages the customer and anticipates needs.
• Takes initiative on behalf of customer and provides customer options.
• Is flexible and service-oriented.
• Attends to details.
• Apologizes when appropriate and accepts responsibility on behalf of the college.
• Provides individualized service to the unique needs of the customer.
• Prioritizes customer needs, develops long-range solutions
• Willing to extend oneself on behalf of customers.
• Escalates problems to a supervisor if special consideration is warranted.
• Proactive, follows up to ensure needs were met.
• Establishes mechanism to correct incidents of poor service.
• Strives to create a customer-oriented culture among support staff.
• Assists professional staff and supervisor in reinforcing customer culture.

Knowledge Base

• Stays current in knowledge of field.
• Maintains technical skills and know-how necessary to perform job duties.
• Applies knowledge and skills to tasks.
• Seeks to acquire mastery of new responsibilities; adapts to changes.
• Organizes and plans work methodically; can explain to others clearly.
• Pays attention to details; knows precedents and anticipates issues.
• Can handle multiple tasks with clarity about stages of completion for each.
• Readily serves as a resource to others, providing information and techniques.
• Imparts knowledge to coworkers to provide effective and efficient service on behalf of the department/college.
• Ensures all support staff are made aware of changes in forms, procedures, etc. affecting their work; monitors changes to ensure quality.
• Follows up with customers who report receiving incorrect information;
• Recommends corrections in printed handouts and other documents/information shared with customers.
• Consistently seeks ways to improve; leads other support staff in acquiring skills.
• Admits knowledge gaps and seeks assistance without being defensive.
• Alerts supervisors to time sensitive directives and/or notices of changes in policies.

Work Ethics/Professionalism

• Behaves in accordance with all college rules and regulations.
• Demonstrates pride in quality of work.
• Follows up on commitments; keeps agreements and promises.
• Notifies key people of important issues or changes in situations affecting work.
• Increasingly accountable; develops ownership of work.
• Trustworthy; exhibits both the skills and the sincerity to do the job.
• Shows keen interest in the quality of work done by lower level staff and by self; seeks and provides feedback on request; available to others.
• Shares information with other support staff related to best practices in higher education affecting the work of the unit.
• Can be counted on in difficult situations or during peak times to provide stable, thorough work and extra effort as needed.
• Viewed as role model by others.

Problem Solving/Reasoning

• Analyzes information and breaks it down to identify problems and determine solutions.
• Pays attention to details and thinks things through before acting.
• Recognizes errors and makes corrections or informs appropriate others.
• Uses reasoning to make decisions based on college-wide impact rather than simply on self/unit/division perspective.
• Sees the context of written information and spots irrelevant and extraneous information; offers suggestions for corrections or improvements.
• Organizes and reorganizes information in a fashion that is easily accessible.
• Handles and solves complex and exceptional problems without supervision; seeks assistance when needed.
• Exercises sound judgment in resolving problems and in advising lower level staff.
• Assists lower level staff with work by guiding them through a thinking process that encourages them to acquire better reasoning/problem solving skills.
• Anticipates future consequences and adjusts actions accordingly; thinks in the future as well as the present.

Technical Competencies

• Highly skilled at utilizing all office machines and trains others in use and maintenance.
• Proficient skill using a personal computer
• Thorough understanding of how to use major software and operating systems
  • Knowledge and use system functions (e.g., Windows)
• Highly skilled at using the college’s administrative information systems.
• Highly skilled at word processing
  • Understand document mapping
  • Edit documents, tracking changes; showing both new and stricken materials in drafts
  • Comparing two documents side by side
• Highly skilled at Excel, Access Database, PowerPoint, and Visco Microsoft products.
• Recommends document and data security protocols; reviews security compliance by lower staff
• Recommends software improvements, shortcuts, or other productivity saving uses; assists others in mastering changing software packages.
• Using a master document
  • Develops and applies online forms
  • Footnotes and endnotes
  • Creates special effects (e.g., text boxes, watermarks, etc.)
• Skilled utilizing spreadsheet software
  • Imports and formats data
  • Links files or tables within files
  • Integrates spreadsheets into text files as parts of reports
  • Write moderately complex calculations (e.g., formulas using more than one function such as averages, percentages, etc.)
• Skilled at using database software
  • Creates and accesses databases
  • Sorts and queries data
  • Formats and generates reports
• Skilled at using PowerPoint
  • Formats slide presentations working from draft materials
  • Imports clip art and tables into presentations
  • Skilled at applying color and sound per instructions of supervisor
• Designs organization charts
• Prints meeting notes and slides
• In offices where this need exists, creates web pages
  • Creates tables of content
  • Creates and uses templates