Secretary III, Concurrent Enrollment
Salt Lake City, UT
Under limited supervision, provides general secretarial and administrative duties of a complex, challenging, and confidential nature for the SLCC Concurrent Enrollment Department.
Secretarial Support: Work independently, without close supervision, and with careful attention to detail. Give secretarial support to the Concurrent Enrollment director and staff. Answer phones, screen calls and record messages, schedule and maintain department calendar, disseminate basic policies and procedures, and answer questions. Perform clerical functions which include operating word processing, spreadsheet, copier and office equipment to compile, write and edit quality, finished memoranda, correspondence, reports, etc. Take minutes at staff meetings, liaison meetings, and partnership meetings.
Customer Service: Work with students, parents, faculty, and staff in giving pertinent information in a warm and positive manner. Assist students and parents with admission, registration, drop, withdrawal processes.
Liaison assignments and payment: Prepare liaison assignment packets twice a year, consulting with SLCC divisions and departments for liaison assignments; process liaison visit reports, checking for irregularities and contacting liaisons as necessary; prepare one-time payments, notifying liaisons of payment; mark spreadsheets and file paperwork in appropriate files. Email reminders to liaisons to visit. Prepare a report of classes not visited by a liaison.
Budget and finance: Assist the CE Director in assessing budget needs; track and record all labor reports, revenue and expenditures on a spreadsheet and reconcile paper backup for each expenditure; process payment for miscellaneous bills, instructor seminars and training workshops; process teacher contracts as needed. Manage expenses for the department by ordering office supplies, paying organization membership and seminar fees, tracking supply inventory and credit card expenses.
Make Preparations and execute plans for CE Functions: These activities include professional development meetings, faculty liaison meetings, partnership meetings, and other concurrent enrollment functions. Make room accommodations, arrange for refreshments, parking, create invitations, RSVPlist, awards, etc. Ensure successful events that will promote the Concurrent Enrollment program.
Coordinate Staff functions: Includes tracking of teaching schedules, time off, sick leave, reminders for staff of web time entry, monthly reports, and etc. Order supplies and coordinate travel plans and expenses for the department.
Other duties as assigned by the Director of Concurrent Enrollment.
Associates or Bachelors degree. Knowledge of concurrent enrollment, college policies and public schools procedures.
Knowledge of college student information system.
One (1) year of post secondary education (equivalent of approximately 30 completed credit hours) and two (2) years related, full-time paid work experience.
Substitutions allowable for work experience or education on a 1:1 basis.
Excellent English, spelling, punctuation, and vocabulary;
Excellent file management skills and knowledge of general office methods and procedures;
Knowledge of concurrent enrollment, school district and college policies and procedures;
Excellent typing speed, word processing, and spreadsheet skills;
Ability to follow written and oral instructions effectively;
Good verbal and composition skills;
Work with confidential information;
Understanding of the college’s budget process and the financial software (Banner);
Give and follow written and oral instruction effectively under stress;
Consistently relate and communicate well with a variety of people within and outside the College;
Ability to work on many activities and projects concurrently;
Ability to coordinate activities with others;
Ability to communicate effectively with a broad range of diverse people, ability, culture, ethnic background, to maintain good working relationships across the College. Ability to work with all groups in a diverse academic, socioeconomic, cultural and ethnic background of community college students, faculty and staff, including those with disabilities.