Administrative Assistant II - STEM at Dine College

Administrative Assistant for CONVOY

School of Science, Technology, Engineering, and Mathematics

Tsaile Campus

Duty Schedule:

40 hours/week preferably 8 hours per day from Monday to Friday.

Summary/Objective of Position:

The role of the Administrative Assistant II is to be a positive representative of the School of STEM, and college community.

• Assists the School Dean; be self-motivated worker and have the ability to make independent judgments;

• Manage workflow daily' ensuring that deadlines are met and wok is completed correctly;

• Assist in training in training faculty & staff members and new hires;

• Implements and monitors programs as directed by management, and see the programs through to completion

• Generate memos, emails, and reports when appropriate;

• Assume responsibility for maintenance of office equipment, including computers, copy machines;

• Maintain office supplies by checking inventory and order items;

• Respond to questions and requests for information;

• Answer incoming & assume other receptionist duties when needed.

Description of Essential Functions of the Position

Disclaimer: This is necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this list is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The position description and duties include essential functions, and they are:

• Be a self motivated worker and make independent judgements;

• Ability to multi-task

• Set work priorities

• Problem solve

• Practice Confidentiality & discretion of

• Conduct orientations for new faculty and staff related to order supplies, equipment, etc.

• Create complete itinerary travel coordination for faculty

• Follow up on details

• Take minutes & agendas if required setup Zoom links for the meeting

• Provide data-driven information for the School of STEM

• Coordinates communication among personnel and students at all campuses & sites

• Coordinates Articulation Task Force meetings

• Participates in Career Days and registration

• Participates in Recruitment

• Works with branch/center faculty and adjunct faculty during summer school sessions.

• Assists in College-wide events such as inter-campus, academic achievement, graduation, etc.

Manages specific daily operations of a School:

• organizes communication among faculty and college personnel through tracking phone messages, email, and Dine College shared files, etc.

• Distributes inter-office and U.S. postal mail

• Photocopies material as requested.

• Maintains electronic filing for division documents and correspondences.

• Assists students in connecting with faculty and directs students to appropriate college areas for support.

• Follws-uup on documents to ensure they flow through the College system in a timely manner.

• Help design a Marketing Plan for strategic planning under the School.

• Work on a PowerPoint for the Division for Recruitment.

• Update Division programs Brochures.

• Will be required to keep timesheet for the Student Worker(s).

Maintains specific general operations:

• Uses office software such as MSWord, MSAccess, MSPowerpoint, Outlook, Sofdoc, Jenzabar program.

QUALIFICATIONS

Education and Experience

Minimum:

• Five (5) years of general office experience as administrative assistant or in a related field two to three years of experience in a higher education institution in the STEM.

Preferred:

• Associate of Science Degree in STEM or in business, related field, required.

Knowledge:

• Professional in communicating and being positive working with students, staff, and faculty.

• Promotes and engages in teamwork.

• Maintains organizational system within the office setting for all major functions.

• Performs duties and responsibilities in an accurate and timely manner.

• Plans time effectively and initiates ways to improve procedures.

• Understand the basic accounting.

Skills:

• Oral fluency in Navajo is highly desirable, but not mandatory.

• Must have high interpersonal skills in effectively communicating with students, administrative staff, faculty, and the general public.

• Independently manages STEM Division such as: CSR (Course Schedule Request) from al lSTEM Faculty, Work Load Forms, textbook orders, chemical and biological supplies orders, laboratory equipment, etc.

• Arrange seminar meetings with limited supervision and independently do a checklist for Summer School for students and advising.