Assistant III, College Relations

PURPOSE AND SCOPE:

Coordinates activities for the office of College Relations and provides administrative assistance to the Director of College Relations in the overall functions and duties of the office. Sets priorities and procedures for accomplishing duties and tasks while supervising switchboard and student worker staff.

ESSENTIAL JOB FUNCTIONS:

• Oversee daily office operations of College Relations office.

• Supervise (hires/trains/reviews/schedules) switchboard operators and student workers.

• May schedule rooms on campus.

• Coordinates and oversee the collection, distribution, and storage of media information.

• Coordinates communications through phone systems.

• Coordinate purchasing process including placing electronic PO requisitions/manual checks, tracking and researching purchase orders for vendors and business office.

• Assist with research and planning: including marketing communications, community partnership and development research.

• Maintains databases: including fundraising, donors, scholarship contact and college contact and inquiry databases.

• Coordinates logistics of special events on and off campus.

• Coordinate tabulation of internal and external customer feedback tools (surveys and focus groups) and generate monthly/annual reports.

• Coordinate regular communications with college retirees and friends of college.

• Maintain overall College Relations planning calendar and media placement schedule.

• Provide administrative assistance to the Director of College Relations and Manager of Media Publications.

• Coordinate budget function as a budget module administrator, budget officer alias, and generate monthly budget reports for the Director of College Relations.

• Coordinate regular staff meetings for College Relations personnel.

• Coordinate all ordering of promotional specialty items for College Relations office.

KNOWLEDGE, SKILLS, EXPERIENCE:

• Three to five years related work experience, knowledge of operation of switchboard or PBX console.
• Extensive experience with PC platform in programs such as Word, Excel, PowerPoint, Access and ACT.
• Macintosh experience helpful.
• Good interpersonal relations skills.
• Superior grasp of English language, grammar, punctuation, spelling, and proofreading strategies (AP style).
• Excellent time management and organizational skills.

Preferred:

• Associate’s degree.

EQUIPMENT USED:

PC workstation running on a LAN in a Microsoft Windows environment, calculator, printer (B&W, color), phone console, fax machine, photocopier, and other general office equipment.

CONTACTS:

College/District Staff – Contact with Director of College Relations and College Relations Staff, office of the president, administrative staff, faculty, staff and students.

External – Contact with various service vendors, media and community partners.

COMPLEXITY/EFFORT:

Position involves endless attention to detail, accuracy and the ability to work on several tasks simultaneously. Specific deadlines must be met on a regular basis. Must be able to assist Director in effectively meeting the needs of the Office of the President and the college as a whole. Time management skills will be necessary to prioritize and respond quickly, assist in coordinating all even needs, keep an accurate office calendar, and be available to ensure support of large events and projects. Adequate supervisory skills are necessary to effectively direct switchboard staff and student workers. Exemplary people and communication skills are critical.

WORKING CONDITIONS:

Work is performed primarily in a climate-controlled office environment with health and/or safety precautions. The Office of College Relations has frequent interruptions with telephone and physical interruptions at all times throughout the workday.

GENERALIZED WORK ACTIVITIES:

1. Coordinating the Work and Activities of Others - Getting members of a group to work together to accomplish tasks.

2. Scheduling Work and Activities - Scheduling events, programs, activities, as well as the work of others.

3. Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.

4. Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.

5. Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.