Position Summary

The Administrative Assistant to the Dean of Students is responsible for providing office management assistance to the Dean of Students. Listed below are the primary responsibilities for this position; however, other professional duties may be assigned by the Dean of Students and/or Associate Dean of Students or his/her designee to meet the College's needs.

Essential Duties and Responsibilities

• Performs a wide variety of complex clerical and administrative tasks requiring the application of independent judgment and knowledge of regulations, policies and procedures.
• Ability to compose letters and memorandums independently.
• Prepares replies to correspondence from brief dictated notes or independently.
• Performs complex clerical and secretarial work involving detailed request duties of an administrative nature.
• Screens telephone calls and incoming mail, including the distribution of special delivery packages.
• Takes and transcribes minutes of meetings.
• Prepares material for meetings, notices, resolutions, agendas, and related reports.
• Extensive knowledge of the operations, functions, and scope of authority of departments and offices related to handling and disposing of information and requests for information.
• Order office supplies and ensures maintenance of office equipment.
• Possesses general knowledge of bookkeeping or accounting principles.
• Ability to prepare and process the filing of in-state and out-of-state travel-related expenses and documentation;
• Ability to maintain the confidentiality of office information.
• Assist with college events for college functions (including the ISTC Foundation, College tours, Graduation, Professional Development meetings, etc.).
• Performs other duties as required by the Dean of Students or their designee.
• Must be eligible to enter any/all Department of Corrections (DOC) facilities to perform the job duties and maintain this status for continued employment.
• Serves on College committees as needed.
• Possesses understanding and commitment to a community and technical college's philosophy and mission.
• Possesses a sensitivity and commitment to cultural diversity.
• Complies with any applicable guidelines and policies set forth by the Alabama Community College System (ACCS) Board of Trustees, the Alabama Community College System, and J.F. Ingram State Technical College.

KNOWLEDGE, SKILL, AND ABILITIES:

• Excellent written and verbal communication skills.
• Excellent organization skills, attentive to detail, and can prioritize multiple tasks.
• Willing to be flexible with work schedule as workload dictates.
• Understand and maintain confidentiality and professional integrity.
• Reliable and punctual.
• Ability to establish and maintain effective working relationships with others internal and external to the College.

Qualifications

An associate’s degree from a regionally accredited college or university, or at least two (2) years of experience in the field or a related field, or an equivalent combination of experience and education is required. Five (5) years of clerical/administrative experience; three (3) years must have organization, coordination, and performance of duties at a responsible level is preferred.

Application Procedures/Additional Information

General Information: J.F. Ingram State Technical College is a postsecondary correctional education institution. Our mission is to provide quality educational services to individuals incarcerated in central Alabama’s correctional facilities. The student population served is diverse in age, race, educational, economic, and cultural background.

Salary Range: Salary will be determined by placement on the appropriate Alabama Community College System-approved salary schedule. E3 03 ($43,464 - $59,225)

APPLICATIONS MUST BE FILED ONLINE AT: https://istc.edu/employment/

If you have problems completing your application, contact the Human Resources Coordinator at andrea.richardson@istc.edu.

Applicants must meet the minimum qualifications indicated on this vacancy notice and submit a completed online application packet through the online application system by the deadline date to be considered for this position. The applicant’s sole responsibility is to ensure his or her application packet is complete. Incomplete application packets will eliminate the possibility of an interview.

A complete application consists of the following:

• Online employment application
• Current resume
• Copies of college transcripts

Application materials, including transcripts, must prove that the applicant meets all minimum qualifications. Unofficial transcripts are acceptable for application; however, the College may request official transcripts before extending an employment agreement to the successful candidate. Degrees must be posted on transcripts.
Application Procedures/Additional Information

The College will not incur the cost of applicants' interview expenses. Applicants desiring reasonable accommodations for the interview are encouraged to request such accommodations when contacted for an interview appointment.

The College reserves the right to fill the position within one year of the stated, anticipated starting date or not to fill the position due to budgetary or operational considerations. Further, the College reserves the right to fill more than one position in the same job classification should another vacancy occur during the search process.

In accordance with Alabama Community College System policy and guidelines, the applicant selected for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon receiving a clearance notification from the criminal background check. If a conviction for a felony or any crime involving moral turpitude is found, the procedures established for the Board of Trustees policy concerning criminal background checks will be followed.

Ingram State Technical College (ISTC) actively participates in the Employment Eligibility Verification Program (E-Verify), which electronically confirms an employee's eligibility to work in the United States as the Department of Homeland Security requires. Applicants hired by ISTC will be subject to the E-Verify process pursuant to Act. No. 2011-535.

ISTC is an Equal Opportunity Employer. It is the official policy of the Alabama Community College System that no person shall, on the grounds of race, color, disability, gender, religion, creed, national origin, or age, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity or employment. ISTC will make reasonable accommodations for qualified candidates or employees. ISTC reserves the right to withdraw this job announcement at any time before the awarding.