Department Assistant - Business and IT

The department assistant provides administrative support to staff, faculty, and leadership within the department. This role ensures smooth day-to-day operations by supporting communications, budgets, records, and frontline customer service.

This position will work 40 hours per week, Monday through Friday, usually from 8:00am-5:00pm. Due to events for this department, hours may shift for occasional evening or weekend work for event support.

UNIVERSAL CORE COMPETENCIES:

• Advocate for Continual Improvement- empowering each other to identify opportunities for excellence.
• Collaborate with Mutual Accountability- working together with a willingness to take ownership and account for our actions.
• Champion Service- anticipating needs and create a welcoming, diverse, and inclusive environment.
• Perseverance- commitment to excellence even in the face of adversity or delay in achieving success.
• Lead- regardless of title, through positive influence., + Serve as the first point of contact for the department office (in person, phone, and email).
• Manage calendars, prepare agendas and minutes, and maintain departmental documents.
• Initiate and track purchases, travel requests, reimbursements, part-time payroll authorizations, and purchase orders.
• Maintain budget and expenditure records, including PCard reconciliation.
• Support all department faculty and staff with access to systems/materials.
• Maintain accurate, timely compliance by managing required system data and ensuring students and faculty complete assigned tasks and deadlines.
• Assist students with information and referrals to appropriate college services.
• Maintain department contact information, files, spreadsheets, and shared drives.
• Coordinate printing, mail, and materials for classes.
• Under the direction of the dean or associate dean, send department communications
• Perform additional duties as assigned to support evolving departmental and institutional priorities.
• Coordinate department meetings, advisory committee functions, recruitment activities, special events, and related logistics.
• Provide advanced administrative support to the dean and associate dean, including project coordination, report preparation, and confidential administrative activities.

PERFORMANCE EXPECTATIONS:

• Demonstrate professionalism, punctuality, and responsibility while independently managing tasks at the department front desk.
• Maintain confidentiality and accuracy in handling student records and department documents.
• Communicate clearly and respectfully with diverse groups of students, faculty, staff, and campus visitors.
• Take the initiative to identify tasks that need to be completed, ask questions, and seek clarification when needed.
• Exhibit attention to detail and commitment to accuracy when assisting with departmental operations.
• Adapt to shifting priorities and assist with a variety of tasks depending on department needs.
• Welcome, value, and nurture people of all backgrounds, perspectives, and experiences, as well as support and promote an environment that accepts differences.

The statements contained herein reflect general details as necessary to describe the essential job duties/responsibilities and performance expectations of the job, which should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned.

PHYSICAL ACTIVITIES WITH/WITHOUT REASONABLE ACCOMMODATION:

Position involves working in an office setting. Occasional (10-33%) standing, pushing, pulling and grasping. Frequent (34-66%) reaching and viewing a computer and other types of close visual work. Constant (67-100%) sitting, walking, repetitive motion, talking and hearing. The position involves occasional (10-33%) driving to events and meetings away from KCC’s main campus.

• Associate’s degree in a related field plus two years related experience

• Possess a good working knowledge of personal computers and Microsoft Office products, with an emphasis on Sharepoint, Outlook, Word and Excel.
• Knowledge of standard office equipment., + Experience in an educational setting

Kirkwood Community College prides itself on fostering a diverse workforce and values unique perspectives throughout its campus community. The college is a convenient, innovative, visionary educational leader striving to remain affordable and accessible. With more than 140 majors and programs, Kirkwood boasts 16,000 annual college-credit students while maintaining one of the lowest tuitions in the state. All degree-seeking students are eligible for federal financial aid and the college offers more than $3 million in scholarships each year to students from all walks of life.