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About the Department

The Administrative Assistant for the Community Education department provides administrative support by conducting research, preparing reports, managing invoices, handling information requests, and maintaining files. This role also includes clerical functions such as preparing correspondence, answering phone calls, and directing them to the appropriate parties, taking messages, receiving and directing visitors, arranging conference calls, and scheduling meetings. This position requires multitasking and critical thinking, a service mindset, digital literacy, time management skills, professionalism, initiative, confidentiality, attention to detail, and excellent communication skills.

Position Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform the job successfully, an individual must be able to satisfactorily perform each essential duty.  The requirements listed below are representative of the knowledge, skill, and/or ability required to perform the position description satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1.  Provides administrative support by conducting research, preparing reports, and handling information requests. 

• Uses multiple internal digital platforms to set up and maintain records and shared files, perform data entry, and run reports.
• Uses a variety of digital tools to conduct research, compile numeric or other data, and prepare reports for internal or external constituents.
• Serves as a first point of contact by responding to incoming calls, emails, and drop-ins by providing accurate information, addressing routine inquiries, scheduling appointments, and directing complex or non-routine requests to the appropriate staff or department. 
• Develops knowledge of the College, specific activities underway, and relevant technologies in order to respond to correspondents' needs efficiently and accurately. 
• Edits, proofreads, and reviews items prior to distribution and/or signature.
• Handles confidential and time-sensitive material appropriately.
• Assists with all course outlines
• Assists with creating a draft of the yearly non-credit calendar.
• Assists in building all non-credit classes in Jenzabar.
• Assists in building in-house non-credit classes in Outlook, in each on-campus classroom.

2.  Performs clerical functions such as preparing correspondence, managing invoices, and maintaining files. 

• Answers telephone, screens or forwards calls, provides information as needed, takes messages, and/or schedules appointments.
• Greets and directs visitors to staff or designated meeting locations.
• Develops knowledge of the College and specific activities underway to facilitate callers’ or visitors’ needs efficiently and accurately.  
• Manages schedules, including assessing the priority of meeting requests, responding to requests in a timely and professional manner, and coordinating with attendees and requestors. 
• Prepares agendas and makes arrangements, such as reserving rooms and coordinating refreshments for community education, workforce, and other meetings.
• Maintains schedules for the area of responsibility, planning meetings, appointments, and travel.  Provides assistance to ensure that attendees in the area of responsibility are prepared for all meetings, appointments, and events.
• Assist with registration for non-credit courses via phone and mail.
• Reads and analyzes incoming communications in the Community Education email. 
• Prepares responses to correspondence pertaining to routine inquiries.
• Coordinates and performs office activities, as requested, in such areas as recordkeeping, departmental finances, and/or budget entries, and employee communication coordination with internal messaging.
• Performs routine activities such as opening and distributing mail, making copies, transmitting documents electronically, and collating and assembling packets.
• Orders office supplies and monitors inventories to replenish as needed.
• Develops departmental procedures and maintains knowledge and/or documentation of standard operating procedures for the position.

3.  Prioritizes quality and service throughout work activities.

• Responds to urgent requests in a timely manner with flexibility and cooperation.
• Takes initiative by proactively delivering innovative solutions to achieve superior customer service.
• Provides data, decisions, and delivery of services in support of team, project, and community success.
• Maintains reliable delivery of job duties and responsibilities while managing multiple/changing priorities simultaneously.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES

• Contributes to various special assignments, as needed by department and/or institution.
• Serves on various committees and councils, as assigned.
• Strong interpersonal and customer service skills, including the ability to maintain composure under pressure, interact routinely with others face-to-face, by telephone, and through other communication modalities using active listening skills, and excellent teamwork skills.
• If assigned, this position may require administrative work on grant-funded program activities and reporting.
• Other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES NEEDED TO PERFORM THIS ROLE

• Proficient and accurate typing skills.
• Proficient with Microsoft Office Suite (including Word, Excel, Outlook, PowerPoint, Teams, and SharePoint).
• Proficient with Adobe and pdf editing, basic knowledge of Adobe Creative Cloud.
• Proficient with Canvas or another learning management system. 
• Basic knowledge of how to use AI tools ethically and appropriately.
• Strong digital literacy skills and comfort learning new digital technologies. 
• Strong organizational skills and an ability to work independently.
• Works well in a group or team and remains flexible despite interruptions and/or changes to routine, priorities, and/or focus of job duties.
• Strong interpersonal and customer service skills, including the ability to maintain composure under pressure, excellent communication skills (writing, speaking, and listening), and prompt and friendly service. 
• Reliable in producing highly accurate work and meeting strict deadlines.
• Enthusiasm, energy, and sensitivity to and experience working with diverse populations. 
• Demonstrates the highest ethics, integrity, and professionalism throughout all work activities.
• Maintains discretion and confidentiality of sensitive student and faculty records according to college procedures and state and federal laws (FERPA, HIPPA, etc.).

PHYSICAL DEMANDS AND WORKING CONDITIONS

• May occasionally lift, carry, stoop, and bend (up to 20 lbs.).
• Frequently moves from stationary to sitting positions and from standing to walking.
• Prolonged sitting, standing, and use of computers.

Minimum Qualifications

EDUCATION AND EXPERIENCE

• Associate's degree or other relevant college-level coursework is preferred.
• At least three (3) years of administrative experience that includes at least one year of experience handling administrative support. 

It is the policy of Klamath Community College to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law.