Administrative Assistant I - Tutoring

Position Title: Administrative Assistant I (Tutoring)               
Department: Library & Instructional Support Office (LIN)
Division: Library & Instructional Support Services (LIB)
Employee Status: Continuous Part-time (CPT) (25 hours/week as directed by supervisor) days/evenings
Type: Support Staff Association (SSA- Union)
Salary: ($17.50 hourly)
Grade: 6
FLSA: Non-exempt

Reporting Relationships
Reports to Manager: of Learning Supports.
Supervision Exercised: Supervision may be exercised over student workers and tutees.
 
Job Summary
Under limited and regular supervision, provide basic clerical support, reception functions, word processing and data entry of both numerical and written materials and supervision to student workers and tutees. Must exercise good judgment in handling day-to-day basic office duties. Assist other staff with office duties and projects as necessary. Provide excellent customer service to students, faculty, staff and others through all methods of contact. Confidentiality and discretion are required.

Essential Duties and Responsibilities include the following.  Related duties may be assigned.

 

• Sort and distribute mail, answer telephone, take messages and perform similar tasks.
• Publish and distribute tutoring schedule.
• Read instructions accompanying material or follow verbal instructions from supervisor to determine format desired, number of copies needed, priority, and other requirements.
• Proofread completed documents to check for errors and make corrections.
• Maintain accurate knowledge of resources in order to respond to questions of both staff and students. 
• Greet and direct Tutoring Center patrons, answer desk phone, and schedule tutoring appointments as necessary.
• Assign projects to open tutors; contact tutees if a tutor will be unavailable.
• Assist in facilitating regular functions of the Tutoring Center.
• Assist in coordination of tutoring program under CRLA guidelines.
• Assist in maintaining appropriate tutor records and information.
• Maintain tutor binders and bins.
• Keep open lines of communication with newly hired tutors throughout their onboarding, orientation, and training
• Coordinate or supervise Tutoring Center activities during day/evening hours, including, but not limited to, updating information into computer programs, saving all information entered, securing the area at the day’s end and readying the center for the next day.
• Keep tutoring center neat and organized.
• Manage textbook collection, order current versions of textbooks for classes, and maintain electronic textbooks.
• Organize and maintain office and departmental supplies; Order and replenish office supplies.
• Assist the tutor supervisor in reviewing and approving timecards.
• Compile and input data into appropriate software.
• Create reports, verify totals on report forms, and share with appropriate staff.
• Assist with data management and processing of program assessments.
• Oversee completion, collection, and distribution of mid-program and end-of-program reports and surveys.
• Coordinate manager’s schedule and arrange meetings, prepare agendas, reserve and prepare facilities
• Prepare, submit, and process all receipts, vouchers, travel forms, and conference expense forms required for documentation of employee for approval, reimbursement, and/or accountability.
• Create, submit and track requisitions; route forms for signature. Track and manage purchasing process.
• Using tact and courtesy, establish and maintain effective relationships with persons contacted in the course of work.
• Operate copy machines and office printers.
• Attend meetings as needed.
• Regular attendance is expected.

Qualifications
To perform this job successfully, an individual must be able to perform each essential and specific duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
Minimum Qualifications

• High School Diploma or Equivalent required. College or technical school coursework preferred, or three to six months of related experience/training, or an equivalent combination of education and experience.
• Strong ability to read, comprehend, and follow instructions, correspondence, and memos.
• Proficiency in writing correspondence and effectively presenting information in one-on-one and small group situations.
• Competence in basic arithmetic, including the ability to add, subtract, multiply, and divide using whole numbers, fractions, and decimals.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form, and to solve problems involving several concrete variables in standardized situations.
• Proficiency in Windows, Microsoft Word, Excel, and database entry.
• Ability to learn and use the College’s administrative software system as appropriate to the position.

Work Environment
While performing the duties of this job, the employee regularly works in an office setting.

Physical Demands
Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:

While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk and hear.