Human Services Administrative Assistant

Department

Academic Affairs, Human Services Division

Personnel Definition

Classified, Regular Full-Time

Term of Employment

22 Pay Periods

FLSA

Non-Exempt

Supervision Received

The levels of supervision received (chain of command) are:

· Human Services Division Chair

· Vice President of Academic Affairs

· President

Supervision Exercised

None

General Statement of Duties

The incumbent is under the direction of the Human Services Division Chair and is responsible for providing a range of office management and technical assistance to ensure the effective delivery of office operations, delivery of services, program planning, and implementation that meets the unique needs of BCC students, the perspective department and BCC goals and objectives in accordance with the established BCC standards and procedures.

Specific Area of Duties

· Provides clerical, administrative and technical support for the overall functions and services of the division.

· Establishes records management and filing procedures that ensure the effective day-to-day smooth operations of the program.

· Receives and directs all incoming calls, visitors, staff and students that present themselves to the division offices.

· Provides routine and factual information relative to the services provided by the program.

· Function as a liaison between students, staff, faculty and employees.

· Assists in submitting reports to appropriate personnel and agencies.

· Assists in processing of all students into the division.

· .Assists with the administration of program, budget management, records management, and reports.

· Maintains fiscal program records, staff and project performance records and processes documents related to the retention, graduation and placement of participants.

· Assists the division chair to establish effective working relationships with the faculty, staff and participants.

· Implements plans to inform the faculty, staff and institutional community about goals and objectives of the project.

· Assists with coordination of activities

· Develops resources for meeting goals of the project.

· Assists with ensuring the needs of the division is met including organizing the offices.

· Possess outstanding written and oral communication skills

· Other duties as assigned.

Qualifications

· Education & Experience Requirement: An associate degree and three (3) years of related experience are required. OR Five (5) years of related experience and successful completion of at least two (2) college semesters may be considered in place of the education requirement.

Knowledge, Skills & Abilities Required

· Typing 60 words per minute.

· Word processing skills.

· Office management skills

· Budget management skills

· Outstanding human relations skills evidenced by ability to communicate and cooperative relationships with all constituents of the College.

· Must maintain confidentiality

· Oral & Written communication skills

· Operation of all relevant office equipment

· Computer literate (knowledge of Microsoft Word , Excel and Access)

· Must be a self-starter and be able to work independently

· Must be responsible and reliable

· Knowledge of Blackfeet Tribal, historical and cultural ways and means

· Knowledge of Tribally Controlled Community College's

Complexity

Position requires general knowledge of office procedures, multiple task management and decision-making relevant to office work.

Personal Contacts

Has contact with personnel in all departments, students, Board of Trustees, Blackfeet Tribal departments and programs staff, and other related entities and persons that are necessary to contact to conduct the day-to-day business operations of the Human Services Division.

Physical Demands

The work setting is generally in an office. Sitting at a computer workstation for long periods. Data processing sometimes requires working from materials that are difficult to read. Walking between buildings on campus, using stairs, walkways, pavement, and unimproved areas in various weather conditions may be required. Lifting of objects less than 25 pounds may be necessary such as files, office equipment, etc. Records management and filing may require some bending, lifting and moving in sometimes-awkward positions. Accommodations will be made for persons with disabilities.

Guidelines

The incumbent will be guided by:

· Position Description

· BCC Employee Policies and Procedures Manual

· BCC Catalog

· All applicable college, tribal, state, and federal policies, procedures, laws, rules and regulations.