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Administrative Assistant, Arts and Sciences

Posting Number: 0000983

Reports to: Dean, Arts and Sciences 

Department: Arts and Sciences Education

Classification: Non-Exempt

Full or Part-time: Full Time

Job Summary:

Under limited supervision, position provides administrative assistance to the Arts & Sciences Division faculty and staff with primary support to the Dean of Arts & Sciences. Provides administrative, operational, and logistical coordination for ongoing and special projects within Division. Contributes to project implementation and communicates with other departments, businesses and those outside the College. Handles student, employee, and public requests and complaints, maintains confidential information, assists department heads with course scheduling. Trains and supervises student employees. 

Essential Functions:

1. Oversees daily operations of Dean's office and Division; sets priorities and ensures efficient workflow. 2. Participates in management of complex course scheduling process for academic division, requiring attention to detail. Tracks schedule changes, identifies potential conflicts, and ensures accuracy. Communicates deadlines and updates to employees. Supports faculty by monitoring syllabus submissions, roster confirmations, and grade reporting. 3. Serves as initial point of contact for students, faculty, staff, and visitors, providing information, resolving issues, and monitoring compliance with policies and procedures. 4. Assists with purchase of classroom and other work materials, following procedures and monitoring budget adherence. Processes invoices, purchase requisitions, and check requests. 5. Maintains and safeguards confidential records related to personnel and students, faculty contracts, performance appraisals, and correspondence. 6. Schedules and prepares materials for meetings, maintains committee records, records minutes, and disseminates information. Supports marketing and promotional efforts. 7. Assists in onboarding new faculty and staff, informs adjunct faculty of administrative expectations, and coordinates performance appraisal schedules. 8. Reviews and recommends improvements to practices and monitors adherence to policies and procedures. 9. Maintains office/classroom supplies, oversees workroom and copier maintenance, and helps distribute divisional mail. 10. Provides back-up assistance to other administrative assistants, special projects, class cancellations/room changes, and supports extended education programs. 11. To provide the best service to our external and internal customers, all positions at Lake Michigan College require regular and predicable on-site attendance as an essential job functions. Under certain circumstances, the College may consider alternative work arrangements and will do so in compliance with and according to the parameters outlined in the College's Flexible Scheduling and Remote Work Options policy. 

Other Duties:

1. Other duties as assigned. 

Accountabilities:

Job Specifications:

· Associate's degree required; bachelor's degree preferred. Five years of progressively responsible office management experience required, with strong information management skills. Significant experience in higher education is highly desirable. · Proficiency in Learning Management Systems (like Canvas), ERPs (e.g. Banner) and Microsoft Office Suite required, along with excellent computer and software skills. · Must demonstrate independent initiative, critical thinking, sound judgment, and excellent interpersonal skills while maintaining a high level of confidentiality. · Ability to work effectively both independently and within a team in a fast-paced setting with multiple competing priorities. Must manage high-stress situations involving concurrent projects and tight deadlines with accuracy and efficiency. · Strong written and oral communication skills with a solid student servi