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About the Role

The Administrative Assistant provides high-level administrative support to department leadership by managing calendars, coordinating meetings, and handling correspondence, while also overseeing office operations, records management, and departmental budgets or purchasing requests. This role serves as a primary point of contact for faculty, staff, students, and the public, addressing inquiries, resolving scheduling conflicts, and ensuring smooth day-to-day departmental functioning. Additionally, the position often supervises or trains lower-level administrative staff, coordinates special projects or events, and ensures compliance with college policies and procedures related to documentation, reporting, and institutional processes.

Responsibilities

Performs administrative duties for a department in support of faculty, staff, and/or student efforts, including examining and answering correspondence, processing and prioritizing office communications, processing mail, answering the telephone and email, arranging conference calls, and maintaining or coordinating the supervisor's schedule.
Communicates program information and assists students.
Performs clerical duties including correspondence, ordering supplies and equipment, maintaining files, processing mail, and duplication.
Gathers, compiles, and enters data, producing routine and specialized reports and documents; maintains files, records, logs, and other tracking systems.
Designs and produces handouts, fliers, newsletters, brochures, manuals or other documents.
Maintains or updates webpages or uses social media.
Responds to and/or directs inquiries in person or on the telephone; accesses and works with other staff to assist in resolving issues from students, employees, and the public.
Maintains schedules, calendars, and appointments, which may include scheduling department meetings and events, issuing invitations, arranging for location and equipment, typing minutes, and preparing information packets.
Compiles and produces routine reports or documents.
Inputs budget figures, prepares requisitions, maintains budget sheets, logs and tracks expenditures or takes payments, or assists in departmental procurement processes.
Serves as a technical resource for computer hardware and software and other office equipment such as copiers and fax machines.
Oversees the work flow of others, as appropriate.
Completes job Overview.
Provides clerical and administrative support.

Requirements

High school diploma or educational equivalent.
Two years related work experience.
Familiarity with serving multicultural populations.
Work is performed in a standard office environment.
Subject to standing, walking, sitting, bending, reaching, pushing, and pulling.
Occasional lifting of objects up to 10 pounds.
Employees are required to maintain a domicile in the State of Texas while working for the college and throughout the duration of employment.

Skills

Office procedures and practices.
Customer service techniques.
Basic bookkeeping procedures.
Preparing and processing purchase orders and/or other purchasing liaison skills such as procurement card (P-Card) reconciliation, preparing requisitions, etc.
Managing the budget within assigned department.
Maintaining an established work schedule.
Effectively using interpersonal and communications skills.
Effectively using organizational and planning skills with attention to detail and follow-through.
Entering data, maintaining files, and performing other clerical duties.
Maintaining confidentiality of work-related information and materials.
Establishing and maintaining effective internal and external relationships.
Effective customer-orientation when working with a multicultural population.
Use a variety of spreadsheet, word processing, database, and presentation software.
May also use social media, work with desktop publishing, and update webpages.

Location

Austin, Texas

Work Type

Full-time

Experience Level

Two years related work experience

Education Level

High school diploma or educational equivalent

Salary/Compensations

$47,840 - $51,189

About the Company

Austin Community College is a public two-year institution that serves a multicultural population of approximately 41,000 credit students each Fall and Spring semester.
We embrace our identity as a community college, as reflected in our mission statement.
We promote student success and community development by providing affordable access, through traditional and distance learning modes, to higher education and workforce training, including appropriate applied baccalaureate degrees, in our service area.
As a community college committed to our mission, we seek to recruit and retain a workforce that:
Values intellectual curiosity and innovative teaching
Is attracted by the college's mission to promote equitable access to educational opportunities
Cares about student success and collaborates on strategies to facilitate success for populations including; first generation college students, low-income students, and students from underserved communities.
Focused on student academic achievement and postgraduate outcomes
Welcomes difference and models respectful interaction with others
Engages with the community both within and outside of ACC

Equal Opportunity

As required by the US Department of Education, employees are required to report violations under Title IX and, under the Jeanne Clery Campus Safety Act (Clery Act), select individuals are required to report crimes. If this position is identified as a Campus Security Authority (Clery Act), you will be notified, trained, and provided resources for reporting.
Austin Community College produces an Annual Security Report as required by the Clery Act. This report includes statistics from the previous three years concerning reported crime that occurred on campus; public property adjacent to and accessible from campus; and in certain non-campus buildings/property owned or controlled by ACC. The report includes institutional policies concerning campus security and other safety information.
The above description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. ACC reserves the right to add, change, amend, or delete portions of this job description at any time, with or without notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by ACC at its discretion to enable individuals with disabilities to perform essential functions of the job.