10 days old

Administrative Assistant

San Jacinto College
Houston, TX 77049
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San Jacinto College

Equal Opportunity Statement: The San Jacinto College District is committed to equal opportunity for all students, employees, and applicants without regard to race, creed, color, national origin, citizenship status, age, disability, pregnancy, religion, gender, sexual orientation, gender expression or identity, genetic information, marital status, or veteran status in accordance with applicable federal and state laws.

Administrative Assistant - District Office

Essential Job Functions:
  • Proactively engage with visitors and facilitate visitor requests in whatever capacity needed to provide general information about the College:
    • Be the face of the district offices, direct the traffic of visitors and assist as necessary
    • Coordinate with other departments to provide the best service experience to all visitors and employees
    • Ensure that all visitors to building A-1 sign in and keep daily e-files of the log available for review upon request
    • Create and assign Visitor badges
    • Announce visitors to other offices upon request
  • Provide assistance and direction in emergencies and assist emergency personnel in times of crisis:
    • Be the First Aid/AED Custodian
    • Write reports of activities or irregularities such as equipment or property damage, theft, presence of unauthorized persons, or unusual occurrences
    • Prevent and detect signs of intrusion and ensure security of doors and windows
    • Conduct interior and exterior patrols; inspect building, equipment, and access points
    • Facilitate employee and visitor check-in and access to the district buildings during times of special circumstances
  • Facilitate daily operations for the district offices:
    • Manage Lost/Found for district offices
    • Serve as check in location for third party delivery couriers
    • Manage district room calendars as the reservation liaison, assist with questions
    • Use a "District Services" email address for any district building related communications
    • Post Open Meeting Notices and ensure digital signage is updated as needed
    • Maintain a team list of Information Technology technicians on rotation at the district offices
    • Maintain an organized and presentable work space, free from clutter
    • Assist in training the 2 Student Ambassadors that support district services
  • Provide administrative support to the Vice Chancellor, Fiscal Affairs office:
    • Assist with the transition to an e-filing system and other special project work as directed
  • Maintain up-to-date knowledge of daily district-related events and operational changes
    • Be aware of contractors doing work at district office locations and send emails to building personnel
  • Complete daily opening and closing procedures

Additional Job Functions:
  • Banner Entry via several banner programs.
  • Attend relevant training sessions
  • Other duties as assigned.

Knowledge, Skills and Abilities:

This position is the first point of contact to visitors, guests, and employees. It is responsible for creating an excellent first impression while monitoring the premises to prevent and deter potential theft or violence by being a consistently visible presence in the district building. Due to the nature of the position, consistency in punctuality and reliability is essential.

This individual must possess the following:
  • Project a professional image, in person or while providing excellent verbal and written communication, maintaining confidentiality as appropriate
  • Being attentive and observant of surroundings at all times
  • Enjoy customer service work and possess the ability to be professional and courteous in stressful situations
  • Capable of understanding emergency situations and reacting accordingly
  • Ability to become CPR and First Aid certified
  • Basic skill level in Microsoft Office including Word, Excel, and Outlook
  • Extremely accurate with excellent proofreading, grammar, and spelling skills
  • Able to work in a team environment or independently with minimal supervision
  • Be self-starting, analyze and solve problems by exhibiting good judgement and diplomacy within the confines of policies, procedures, and statutory regulations
  • Be able to prioritize multiple tasks, working within deadlines to accomplish departmental goals

Required Education:
  • High School graduate or equivalent (GED)

Preferred Education:

  • Above requirement plus one (1) year of specialized or technical training beyond high school

Required Experience:
  • Two (2) years of office clerical or administrative support experience; or an equivalent combination of education and experience to successfully perform the essential duties of the job.

Preferred Experience:
  • Above experience including one (1) or more years in a higher education environment, with experience in Banner
  • 1 + year Security and/or Military experience
  • Bilingual

Note: The duties of this position require a physicalpresence at the assigned on-site work location during unrestricted operationswith very limited or no opportunity for remote work arrangements

Salary Grade: 12

Salary is based on the Board-approved salary schedule for the current fiscal year. See Salary Schedule

Requisition Number: req2879

Posting Close Date: 5/7/2021


Posted: 2021-04-27 Expires: 2021-05-29

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Administrative Assistant

San Jacinto College
Houston, TX 77049

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