Advising Associate

Job Summary

This position provides administrative support and is responsible for ensuring the smooth transition of students through the advising and/or transfer process by providing support with technology, scheduling and communication. It reports to the Senior Director, Advising and Retention.

Essential Job Functions

• Serves as the first point of contact for current and prospective students, parents, and visitors who telephone, email or visit the advising, transfer and career office.  
• Monitors student traffic flow within the office; provides assistance to and/or alerts professional staff of student needs. 
• Oversees the daily functioning of the advising, transfer and career office.
• Assists students and staff with technology including how to log in, what each technology is for and how to use it. This includes all steps of the advising process including student planning, starfish, email and Microsoft teams.
• Ensures that advisors know how to use scheduling and video software, updating messaging on all platforms (web, advising manual, office brochures and instructions, flyers, and advertising).
• Responsible for all transfer activities including transfer fair, four years advising visits, transfer trips and other transfer supports.
• Prepares internal and external correspondence or documents including electronic versions as well as any other department related communications to support the assigned area and staff.
• Photocopies documents, faxes, distributes incoming mail and other related materials, requests/collects/tracks information, maintains inventory for assigned areas, orders supplies, and maintains assigned filing systems. 
• Answers telephone and serves as area receptionist answering basic inquiries; refers calls to appropriate parties as necessary; monitors flow of traffic within assigned area. 
• Able to work with diverse people and create a safe and inclusive office environment.
• Maintains assigned records and related databases. 
• May maintain cost center budget records and reconciliation of monthly expenditures. 
• May provide support for department research, grant, fundraising, timekeeping/absence tracking, purchasing, timekeeping, travel, or accounting related activities. 
• May oversee temporary staff or student aides; or train new employees/students on administrative processes, use of area equipment, or use of software.
• May maintain database(s) and generate reports.
• Assists in gathering information for special projects, surveys, state reports, accreditation activities (outcome data, program survey materials), department equipment, and program or department development. 
• Informs contacts regarding procedures, forms, and processes related to the assigned area. 
• May perform mail merges, develop spreadsheets, create flyers or slide presentations, or update websites.
• Assists with planning, organizing, and assisting in various events as assigned. 
• Maintains department calendar, schedules, room assignments, and appointments for assigned staff.
• Must be available to work one evening per week from 11am-7pm and potentially other evenings as needed. 
• Performs other duties as assigned.

Minimum Requirements to Perform Work

• High School Diploma required and least three years or more of prior administrative support experience including some customer service, preferably in higher education
• Associate Degree preferred
• Excellent organizational skills
• Ability to multi-task and remain on task in a fast-paced environment
• Available to work at least one night a week
• Previous experience working in a college Advising/Transfer Office and experience in Starfish (or similar) highly preferred
• Proficiency with Microsoft Office Suite

Supplemental Information

SALARY INFORMATION:
This position will be placed on the 12-month non-exempt staff salary scale at grade 7.  Actual salary placement based on qualifications and experience.  Position includes an excellent fringe benefits package.

PHYSICAL DEMANDS:
The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.  Additionally, the following physical abilities are required:  

• Hear/talk/communicate – Must be able to exchange information and communicate
• Visual Acuity/ability to perceive or detect surroundings
• Mental acuity – Able to focus, concentrate, understand, and convey subject matter
• Repetitive motion (i.e. keyboarding)
• Stand/sit/walk/able to move or traverse from one area to another

WORK ENVIRONMENT:
College campus, direct contact with diverse students, staff, faculty and the general public in classrooms, common and shared areas, offices, and campus environments. Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as office, meeting, and training rooms.  Use of safe workplace practices with office equipment; computers for data entry and word processing with some highly technical applications and new technology systems; avoidance of trips and falls; observance of fire and building safety regulations; observance of all College policies; and observance of traffic laws when/if driving College vehicles.

TO QUALIFY FOR EMPLOYMENT, SELECTED CANDIDATES MUST:

• successfully complete a criminal background check (for designated positions)
• be able to work on campus as of the first day of employment
• be a resident of DE, MD, PA, VA, WV or DC as of the first day of employment
• be currently authorized to work in the US, as the College does not offer Visa sponsorships  

Carroll Community College has the right to revise this position description at any time, and this position description does not represent in any way a contract of employment.

Carroll Community College is committed to creating a diverse, equitable and inclusive environment. Carroll Community College is committed to Equal Opportunity Employment.

Salary/Compensation: $36,979 - $48,997 per year