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 Administrative Assistant I, Culinary Arts Institute - Salt Lake City, Utah, United States

   
Job information
Posted by: Salt Lake Community College 
Hiring entity type: Other 
Work authorization: Existing work authorization required for United States
Position type: Direct Hire, Full-Time 
Compensation: ******
Benefits: See below
Relocation: Not specified 
Position functions: Education
 
Travel: Unspecified 
Accept candidates: from anywhere 
Languages: Spanish - Fluent
 
Minimum education: See below 
Minimum years experience: See below 
Resumes accepted in: English
Cover letter: No cover letter requested
Job code: rlBbiXqtiEJlwRZUK9WJ5NFtJDIvYR / Latpro-3806773 
Date posted: Jul-20-2021
State, Zip: Utah, 84130

Description

Administrative Assistant I, Culinary Arts Institute Req # 21021 Job Summary

Under minimal supervision, the Administrative Assistant provides administrative support to the Associate Dean and faculty of the Culinary Institute. Works and communicates with all levels of administration, faculty, staff, and students in areas that affect the Division. Safeguards and handles confidential information. Under the direction of the Associate Dean, the Administrative Assistant will coordinate purchasing and inventory for all kitchen classes, assist with class scheduling, filing, hiring and payroll paperwork, budget reporting/monitoring, correspondence, calendaring, scheduling meetings, take and distribute meeting minutes, catalog and curriculum processes, faculty processes, Program Advisory Committees, coordinating travel arrangements, and maintain appropriate documentation and files for the Division. May supervise part-time secretary, part time culinary staff, or work study students. Manages business affairs of office including supervision of division secretary, as needed, handles confidential information, follows through with all paperwork and special reports required by the college, school, division and departments, implementing procedures, and coordinating interoffice and intradepartmental written and verbal communications. Meets deadlines. Responsibilities include compiling, writing, and editing quality finished correspondence, reports, and memos. Coordinates calendaring, travel arrangements, procurement orders, inventory tracking and other supply orders. Organizes and schedules meetings complete with minutes. Processes and tracks fiscal and budgetary documents which may include purchase requisitions, overload and adjunct faculty contracts, interdepartmental billing, budget reconciliations, invoices and reimbursements. Provides guest service to and coordinates with students, faculty, staff, administration, Program Advisory Committees and other industry and educational personnel in matters affecting the division. Coordinates and works with departments to schedule classes each semester, develop new curriculum, maintain syllabi, etc. Maintains division files which include tenure information, accomplishments, faculty evaluations, rank advancements, student concerns, load forms, and adjunct faculty resumes.

Perform administrative functions which include using word processing software, spreadsheet software, electronic mail, and disk filing systems to compile, write and edit quality finished memoranda, correspondence, reports, etc. Creatively develop flyers, newsletters, and other important announcements for internal and external consumption. Coordinate travel arrangements with faculty, State Travel office, and Business Office. Ordering instructional supplies and operating copy machines, fax machines and other office equipment. Maintain files, enter data, and perform research and analysis functions. Prepare and write reports, compose business correspondence, and take minutes. Under the direction of the Associate Dean, contact division faculty to staff business administration division course sections. Prepare and distribute all full-time load sheets, overload teaching agreements and adjunct contracts. Keep/update database of current and prospective adjunct faculty. Process budgetary and human resource documents which include departmental requisitions, inventory forms, personnel, and employment records. Disseminate general information to students, employees, and others. Explain Department and college policies and procedures. Work with other areas of the College on a consistent basis, such as Payroll, HR, Business Office, College Bookstore, etc. Work with the Program Advisory Committees on scheduling rooms, sending meeting schedules and sending meeting reminders via e-mail. Preparing minutes and aiding the PAC chairs with producing final year-end reports. In collaboration with faculty, and under supervision of the Associate Dean, place and receive food orders from vendors as needed for classes. Other Duties as assigned.

Essential Responsibilities and Duties

Perform administrative functions which include using word processing software, spreadsheet software, electronic mail, and disk filing systems to compile, write and edit quality finished memoranda, correspondence, reports, etc. Creatively develop flyers, newsletters, and other important announcements for internal and external consumption. Coordinate travel arrangements with faculty, State Travel office, and Business Office. Ordering instructional supplies and operating copy machines, fax machines and other office equipment. Maintain files, enter data, and perform research and analysis functions. Prepare and write reports, compose business correspondence, and take minutes.

Under the direction of the Associate Dean, contact division faculty to staff business administration division course sections. Prepare and distribute all full-time load sheets, overload teaching agreements and adjunct contracts. Keep/update database of current and prospective adjunct faculty.

In collaboration with faculty, and under supervision of the Associate Dean, place and receive food orders from vendors as needed for classes.

In collaboration with faculty, and under supervision of the Associate Dean, place and receive food orders from vendors as needed for classes.

Process budgetary and human resource documents which include departmental requisitions, inventory forms, personnel, and employment records.

Disseminate general information to students, employees, and others. Explain Department and college policies and procedures. Work with other areas of the College on a consistent basis, such as Payroll, HR, Business Office, College Bookstore, etc.

Work with the Program Advisory Committees on scheduling rooms, sending meeting schedules and sending meeting reminders via e-mail. Preparing minutes and aiding the PAC chairs with producing final year-end reports.

Other Duties as assigned.

Preferred Qualifications

Culinary Arts training or education with an Associate’s degree or certificate.

Bilingual – Spanish speaking.

Significant related full time work experience.

Minimum Qualifications

Two years of relevant post high school education (60 credit hours)

Two years related work experience.

Experience and education trade offs may be considered on a one-to-one basis

 

Trade off examples:

Example 1 – two years of full-time related experience in lieu of two years post high school education (60 credit hours)

Example 2 – bachelor’s degree would fill 60 credit hour education requirement and two year related experience requirement.

Knowledge, Skills & Abilities    

Must be proficient in Outlook and Microsoft Word, with a good working knowledge of Excel and PowerPoint and Creative software programs.

Excellent communication skills, both written and verbal.

Excellent organizational skills and the ability to multi-task.

Excellent Business English, spelling, punctuation, and vocabulary.

Excellent interpersonal skills.

Working knowledge of basic Personal Computer hardware/software components, Windows and Explorer features, Start Menu, taskbar, and file management.

Ability to learn new software programs.

Ability to assist in the preparation of budgets, budget reports, payroll, and personnel documents.

Ability to take and produce meeting minutes.

Ability to understand and follow division, school and college policies and procedures.

Ability to provide excellent customer service both internal and external to the College.

Knowledge of general office procedures and filing.

Understand and maintain confidentiality at all levels pertaining to clients, programs, and personnel.

Aid and support other personnel within the division.

Ability to communicate effectively with a broad range of diverse people, ability, culture, ethnic background, to maintain good working relationships across the College.

Ability to work with all groups in a diverse academic, socioeconomic, cultural, and ethnic background of community college students, faculty and staff, including those with disabilities.

Special Instructions         

More information about Salt Lake Community College benefits: http://i.slcc.edu/hr/benefits/benefitsinformation.aspx

Full consideration will be given to applicants who apply on or before the priority review date indicated above.

FLSA

Non-Exempt

SLCC Information

Salt Lake Community College (SLCC) is fully committed to policies of equal employment and nondiscrimination. The College does not discriminate on the basis of race, color, national origin, age, sex, sexual orientation, gender identity, genetic information, disability, religion, protected veteran status, expression of political or personal beliefs outside of the workplace, or any other status protected under applicable federal, state, or local law.

SLCC is a participating employer with Utah Retirement Systems (“URS”).

This position may require the successful completion of a criminal background check.

 

All Candidates must apply at SLCC job site.

For immediate consideration, please click “Apply”.   

SLCC is an AA/EEO employer.

https://jobs.slcc.edu/postings/49855

 


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Requirements

None

 

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