Administrative Assistant - CAP

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• Serve as one of two staff providing customer services for students and staff in CAP Services. Perform administrative support and oversight to office operations.
• Manage multiple phone lines, in-person traffic, and email correspondence. Make appointments for personal counseling, placement, advising, and career exploration. Oversee office operations and reception scheduling to provide students and staff with consistent access to CAP Services staff and services.
• Provide prospective students with information needed to apply, provide placement, and advise, and register for classes. Provide special services on new student advising days such as registration guidance in a computer lab and scheduling/reserving rooms. Provide basic information about applying for and receiving financial aid. Provide information to continuing students about advising requirements, wait lists, academic warning requirements, tuition payments, transcripts, and graduation. Use COCC’s student information system to provide accurate information, solve problems, and protect student privacy.
• Under the direction of the CAP Services Director, responsible for recruitment of and training work-study students and temporary employees.
• Provide appropriate and private support and maintain confidentiality for students who are using counseling services. Determine appropriate response for students, or staff supporting students, in urgent situations, which may include referral to community health services and coordination with college officials.
• Participate on the CAP Services and FYE teams to support a shared vision of excellence in student services. Actively support systematic assessment including routine measurement and evaluation. Participate in continuous improvement by inviting and providing honest and timely feedback.
• Perform other duties and projects as they pertain to the overall objective of the position.
• Serve on college committees.

• Produce rosters, reports, forms, correspondence, and graphics for publications. Generate mass mailings using Banner, Access reports, Word, and mail merge. Support departmental web pages.
• Coordinate operational functions of department to include maintaining department financial records and budget ledger for three budgets; prepare purchase orders and check requests as needed; monitor and purchase office supplies for department; monitor and order college promotional materials.
• Maintain electronic job board software and/or webpage to post jobs for prospective employers, set up student accounts, and retrieve reports and data. Train hourly and work students in job board maintenance.

• Ability to respond with consistent, excellent customer service to a high volume of contacts (including simultaneous inquiries both in-person and via multiple phone lines) in an environment of frequent interruptions.
• Ability to communicate effectively with students, staff, and the public from diverse cultural, social, economic, and educational backgrounds.
• Ability to adhere to federal student privacy requirements for information related to student records; able to maintain accurate records, file and maintain filing systems, maintain confidentiality of private or sensitive information as required by the Family Educational Rights and Privacy Act of 1974.
• Ability to provide support to personal counseling with professionalism and confidentiality as well as support counselor’s adherence to HIPAA requirements.
• Ability to use appropriate technology tools to accomplish the job functions, and understands and uses technology to collect data and communicate.
• Must have knowledge of or the ability to learn technology that includes: windows computer, software applications (e.g., Word, PowerPoint, Excel, Outlook, Access), database and web interface Student Information Systems, E- recruiting software, placement test scoring software and use of general office equipment.
• Ability to guide students to use basic student technology such as their student online account and the e- recruiting software.
• Must have good communication and proofreading skills.
• Must be able to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter.
• Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.
• Ability to work independently and collaboratively, prioritize workload, analyze problems and determine solutions.
• Ability to remain calm in stressful situations, work under pressure, meet deadlines and timetables, maintain attention to detail, and combine multiple tasks simultaneously.
• Able to effectively organize workflow and tasks in order to support the overall needs of the team.

• Associates Degree or completion of equivalent college-level coursework.

• Two (2) years of comprehensive office experience, employing effective skills in organization, budgeting, interpersonal communication, and computer-based technology.

• Bachelor’s degree.
• Knowledge of Banner and instructional support processes.
• Work experience with community colleges, school districts, or public entities.