Policies & Procedures Manual

605

E.1 ADMINISTRATIVE ASSISTANT TO THE VICE PRESIDENT FOR INSTRUCTION

General Statement of the Function : To serve as the Administrative Assistant to the Vice President for Instruction and perform administrative and clerical support activities for the Vice President for Instruction. The general duties and functions of the position include, but are not limited to, facilitating the daily operations of the Office of the Vice President for Instruction through the performance of many tasks. This position reports to the Vice President for Instruction.

Duties and Responsibilities :

1. Perform a wide variety of responsible clerical, technical, administrative, and office support duties in support of the Office of the Vice President for Instruction, including but not limited to, making copies; maintaining files; processing mail including receiving, sorting, timestamping, and logging incoming and outgoing correspondence and packages; and ordering office supplies; 2. Compose and type letters, memoranda, and other correspondence related to instructional programs and activities; 3. Assist with convocation, the Humanities program, Awards Day and other instructionally related events or activities; 4. Assist with monthly collation of board folders; 5. Process graduation applications for students and complete diploma and cap/gown orders for graduation; 6. Assist with the annual revision of the College Catalog including but not limited to editing and maintaining degree plans for curriculum; 7. Assist with the Strategic Planning Process, the Institutional Effectiveness Process, and SACSCOC; 8. Maintain course syllabi and faculty office hours files; 9. Process all special employment agreements each semester for the Instructional Division; 10. Maintain EX catalog, advising trees, and degree plans; 11. Assist with the electronic manipulation and organization of data using software packages including spreadsheets used to prepare the class schedule and financial reports; 12. Interact with Instructional Officers in gathering, organizing, and formatting information and documentation related to instruction; 13. Transcribe accurate meeting minutes; 14. Schedule the use of campus facilities and provide the appropriate notifications to campus staff if needed; 15. Handle all travel arrangements and documents for the Vice President for Instruction and/or other instructional staff; 16. Serve as primary reception for the Office of the Vice President for Instruction as well as for the Office of the President when needed; 17. Serve as the primary contact for instructional requests; 18. Provide excellent customer service, both in-person and by telephone; 19. Answer the telephone; 20. Maintain the Vice President for Instruction’s electronic calendar and schedule appointments as needed; 21. Assist in maintaining a clean and professional work environment; and 22. Perform other duties as assigned.

(Added 3/14/06; Revised 6/8/10; Revised 10/4/19)