Administrative Assistant

Under minimal supervision, the administrative assistant provides comprehensive administrative support and coordination to the Associate Dean and employees of the Biology Department. This position serves as a central point of coordination for departmental personnel, schedules, facilities, purchasing, fiscal processes, communications, records, and day-to-day office operations. The person hired for this position should be able to make decisions within the scope of the job description and duties and serve as an initial point of contact by maintaining office hours, answering phones, and greeting visitors. They will be expected to work and communicate with all levels of administration, faculty, staff, students, and visitors as well as support the department, school and college strategic initiatives when requested. The successful candidate will be proactive in putting together calendars, scheduling meetings, providing accurate responses to inquiries, following up with action items, and carrying on the work of the office in the absence of the Associate Dean. They must be able to work with and safe guard confidential documents while maintaining confidentiality as well as adhere to all SLCC policies and procedures.

Working across both the Taylorsville and Jordan campuses, this position requires someone who is highly organized and proactive in supporting a large department. The ideal candidate will take initiative to improve processes and help faculty, staff, and students without waiting to be directed.

Meetings, Events, and Communications

• Schedule and coordinate departmental meetings. • Prepare agendas, materials, minutes, follow-up documentation, and ordering catering. • Coordinate departmental events, professional development activities, student events, and outreach activities. • Coordinate logistics, staffing, facilities, supplies, communications, and other resources required for events. • Ability to communicate effectively with a broad range of people with a variety of abilities and backgrounds, to maintain good working relationships across the College. • Ability to work with all groups from a variety of academic, socioeconomic, cultural, and ethnic backgrounds, and with community college students, faculty, and staff, including those with disabilities.

Fiscal, Purchasing, and Records Administration

• Coordinate purchasing, invoices, payment requests, reimbursements, and related documentation • Monitor expenditures and prepare budget/expense reports • Maintain accurate departmental records and files • Assist Biology A.D. and lab coordinators with fiscal processes • Ensure administrative and fiscal processes comply with college policies and procedures • Creating and maintaining accurate budgetary spreadsheets. Departmental Operations and Administrative Coordination • Coordinate day-to-day administrative operations for the department • Serve as the central administrative resource for departmental professional and part-time staff • Coordinate departmental calendars, schedules, meetings, communications, and deadlines. • Monitor administrative workflows and follow up with staff to ensure completion of assigned processes. • Identify operational issues and coordinate solutions or escalate issues as appropriate. • Develop and maintain administrative procedures and documentation. • Support consistent operations across multiple campus locations. • Coordinating with central receiving to ensure efficient distribution and surplus of packages, equipment, supplies, and furniture. • Working with facilities to ensure safe and efficient maintenance and upgrades to classrooms and offices following lab and school procedures.