CLERK III - ENROLLMENT MANAGEMENT DIVISION

GENERAL STATEMENT OF RESPONSIBILITIES:

Provides administrative and clerical support to the Vice- President of Enrollment, Student Engagement and Community Connections and other Professional Staff in the Enrollment Management Division. The Clerk III position will provide a variety of clerical support services associated with projects, reports, meetings, events, marketing, admissions, financial aid, and operational functions.

SUPERVISION RECEIVED:

Reports to the Vice-President of Enrollment Management, Student Engagement and Community Connections.

SUPERVISION EXERCISED:

Supervises Part-Time Employees, Temporary Employees, and/or College Work-Study Students, as assigned.

DUTIES AND RESPONSIBILITIES:

1. Assists the Vice-President with clerical supports needed for the effective operation of the Enrollment Management Division.

2. Provides clerical support, as needed, to the Enrollment Management Directors, Deans and other personnel.

3. Schedules appointments, arranges meetings, types minutes of meetings, coordinates catering, and orders materials for the department.

4. Places correspondence drafted by the Vice-President into proper letter or memo format to be sent or emailed to those in the college and community.

5. Creates and assembles agendas, minutes, memoranda, reports, and other correspondence, including research assignments.

6. Appropriately assists with coverage in the office and attends to visitors, answering phone calls, maintaining files, operating office machines, faxes, scans, photocopies, requisitioning supplies, and distributing mail/correspondence inquiries to appropriate parties for action.

7. Prepares divisional and college-wide reports and enters completed projects into appropriate databases.

8. Sets up and maintains effective record keeping systems for the division.

9. Reviews documentation and files for completeness and accuracy, verifies data, and forwards documents/forms for action.

10. Maintains shared databases and files using various computer programs, such as Microsoft Word, Excel, Power Point, Outlook and Access;

11. Serves as a liaison between the Vice-President and cost center heads/executive directors relative to IPRs, Travel Authorization Requests, and other pertinent documents;

12. Coordinates the preparation of the fiscal year budget requests, financial reports and attendance reports;

13. When necessary, accesses budget information and enters Purchase Order information via the College’s system such as: Jenzabar/CARS

14. Assists with organizing special projects as assigned;

15. Serves on college-wide committees as is appropriate;

16. Actively supports the teaching and learning process: practices honesty and integrity in and out of the classroom; strives to create and support a student-centered environment while fostering academic innovation and excellence.

17. Works actively with other areas of the college to ensure a spirit of college wide collaboration, collegiality, civility, and teamwork. Respects the function of dissent in an academic institution while advancing a collegial atmosphere of campus collaboration.

18. Embraces the ideals of diversity and inclusiveness and supporting the equal rights of all people by advancing the understanding and appreciation of differences including age, race, gender, ability, religious convictions, socio-economic status, ethnic heritage, or sexual orientation.

19. Provides flexible, responsive and high quality service to all, which includes students, community, or staff, and continuously assessing processes and procedures and revising accordingly.

20. Performs other duties as assigned.

Requirements:

MINIMUM QUALIFICATIONS:

1. High school diploma or GED.

2. General clerical experience in an office setting or successful completion of a business or secretarial program beyond the high school level.

3. Customer service and public relations experience.

4. Knowledge of Microsoft Office Suite.

5. Ability to type accurately.

6. Skill in utilizing office machines, including personal computers.

7. Ability to maintain accurate records.

PREFERRED QUALIFICATIONS:

1. Associate’s degree or equivalent combination of education and experience

2. At least 3 years administrative/secretarial experience in an office setting which includes extensive knowledge of general office procedures, practices, and supervising others.

3. Demonstrated ability to maintain acceptable and effective working relationships with individuals from diverse backgrounds.

4. Exceptional oral, written and interpersonal skills and ability to compose correspondence and reports.

5. Significant experience utilizing Microsoft Office programs.

6. High level of organizational skills to manage a challenging workload and multiple tasks. Must be able to work independently, use initiative, and make decisions quickly.

7. Experience providing support to an Executive Administrator.

8. Experience working in Higher Education.

9. Experience using the Jenzabar/CARS student information system or similar system

10. Experience generating purchase orders.