The Administrative Assistant to the Dean of Students is required to perform general administrative duties with high levels of organization, efficiency and confidentiality; execute administrative procedures and ensure that all functions in areas of responsibility comply with institutional policies and other local, state, and federal policies and law; serve as the receptionist for the Dean of Students office; and provide assistance and service to students, staff, faculty and the College.
Essential Duties and Responsibilities- Provide exceptional customer service to all visitors and callers to the Dean of Students Office.
Answer multi-line telephone to assist with information and appointments.
Compose, proof, and edit a variety of official and general correspondence to include external and internal memorandums, emails, letters, thank you notes, and certificates.
Utilize Banner and Argos to create daily enrollment reports.
Maintain confidential files for student complaints, student discipline, Title IX and other sensitive cases.
Preserve, purge and transfer files to storage as necessary according to established policies and procedures.
Plan, organize, and maintain the filing system.
Maintain budget information for the dean and other assigned units in Student Services (to include processing requisitions, submitting purchase orders for payment, preparing budget amendments, verifying budget expenditures, etc.).
Organize and implement calendars and a daily schedule for the Dean of Students and the Student Services Division.
Prepare and verify travel and expense reports for Dean of Students and other select individuals in Student Services (includes preparing accurate requisitions on-line for reimbursement, travel, registration fees, etc.)
Coordinate arrangements for meetings, conferences, speaking engagements and interviews.
Maintain inventory of supplies, equipment and office materials; order equipment and supplies as needed.
Maintain a resource list of community and state contacts.
Maintain and file Student Services Manuals.
Open, date stamp, distribute, and sort incoming mail for the Dean of Students suite.
Prepare, type, proof and edit forms, proposals, and reports as needed for submission.
Take minutes of meetings and distribute within the Division of Student Services and within the College.
Serve as a liaison for the Dean of Students with college faculty, staff, students, and local, state and federal officials.
Receive guests and visitors; determine nature of business; provide information and/or direct to appropriate person/department.
Assist faculty and other personnel with information and referral.
Serve on various college committees, special purpose groups and teams, and perform related services
Assemble materials for speeches and reports and organize into an established format for the Dean of Students.
Maintain an organized bank of forms to address the various needs of visitors to the Dean of Students Office.
Supervise and train student workers.
Perform other duties as assigned by the Dean of Students and/or President.
Assist with keeping records by learning Target X, Axiom, Banner, Persona, etc., as needed.
Serve and assist student organizations as needed.
KNOWLEDGE, SKILLS, AND ABILITIES:
Ability to provide exceptional customer service.
Ability to comprehend complex instructions or information and use independent judgment.
Verbal communication skills to discuss office procedures with administration, staff, faculty, students and officials of other organizations.
Ability to effectively respond to questions from supervisors, faculty, staff, students and the general public.
Substantial knowledge of business English, spelling and punctuation.
Writing skills to compose or assist in writing reports, correspondence, etc.
Reading skills to analyze and interpret incoming and inter-office information.
Editing skills to ensure that reports, requested information, and correspondence are submitted properly and accurately.
Technological skills including, but not limited to the ability to operate a computer, work with various software, and use a web browser (Internet Explorer). Proficient use of Microsoft Office Suite including Word, PowerPoint and Excel. Skill in the use of office machines including calculator, fax, copier, scanner, and related equipment. Ability to maintain confidentiality.
REQUIRED QUALIFICATIONS:
- Bachelors degree from a regionally accredited college or university and a minimum of three (3) years of administrative or clerical experience.
OR
Associate degree from a regionally accredited college or university and a minimum of three (5) years of administrative or clerical experience is required. - Proficient use of Microsoft Office Suite (Word, PowerPoint and Excel) or Google Office Suite is required.
- Experience working within higher education is preferred.
Application Procedures/Additional Information
POSITION AVAILABLE: June 2026
SALARY:Salary Schedule E3 04 $39,759 - $57,251 based upon the Alabama Community College System Salary Schedule to be determined by the applicants education and years of applicable experience. Applicant acknowledges that if selected for the position that applicants placement on the applicable salary schedule will be dependent upon the verified information provided. This is an institutionally funded position.
POSITION DEADLINE:
Applications must be received by June 17 , 2026 at 11:59 p.m.
Incomplete or late application packets will eliminate the possibility of an interview. Application packets submitted after the deadline date will eliminate the possibility of an interview. The submission of all required application materials by the deadline is the sole responsibility of the applicant.
APPLICATION PROCEDURE:
Applicants must submit a complete packet which consists of the following:
- Completed ESCC Application for Employment
- Current resume
- Copy of transcript showing degree and date conferred
- A cover letter of application specifically detailing and relating the applicants education, and
- experience to the qualifications, duties, and responsibilities of the position.
NOTE: Statements included in this description are intended to be representative of the duties and responsibilities of this job and are not to be interpreted as being all inclusive. The employee may be assigned other duties that are not specifically included.
Please note: Employment is contingent upon employer verification of work experience. Applicants must provide documentation of the required applicable experience if an offer is made. Only applicants who meet the required qualifications and submit a complete application packet by the deadline will be considered. Applications submitted by fax, email, mail, or hand delivery will NOT be accepted. All applications become the property of ESCC. Requests for copies of application materials, including transcripts, will be denied. Applicants must adhere to the Colleges prescribed interview schedule and must travel at their own expense.
In accordance with Alabama Community College System policy and guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon receipt of a clearance notification from a criminal background check. Enterprise State Community College is an active participant in the Employment Eligibility Verification Program (E-verify). E-verify electronically confirms an employee's eligibility to work in the United States as required by the Department of Homeland Security. Enterprise State Community College is an Equal Opportunity Employer. It is the policy of the Alabama Community College System, including all postsecondary community and technical colleges under the control of the Alabama Community College Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Enterprise State Community College will make reasonable accommodations for qualified disabled applicants or employees.
The College reserves the right to withdraw this job announcement at any time prior to the awarding. More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process. Enterprise State Community College application for employment form is available at www.escc.edu and should be submitted online.
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