Administrative Assistant Applied Technology
Midland College | Midland, Texas
JOB SUMMARY
The Division Secretary will work with the Dean to manage the varied tasks of the division. The Secretary will supervise clerical and student office help, maintain all budget transactions, create Personnel Status Forms (PSF), organize and monitor web page for updates and accuracy, and provide information to the public about the division course offerings. The Secretary will be responsible for the day-to-day management of the office. The Secretary will maintain all data relevant to the programs in the division.
ABOUT MIDLAND COLLEGE
At Midland College, we believe education transforms lives, strengthens communities, and creates opportunity for future generations. As a driving force for workforce development and economic growth in the Permian Basin, we serve dual-credit students, first-time-in-college learners, adult students, and working professionals. Through strong partnerships with K-12 schools, universities, business and industry, and community organizations, we make education accessible, prepare students for meaningful careers, and help shape the future of our region.
Midland College is a dynamic institution experiencing rapid enrollment growth and institutional growth. We are continually evaluating how we work, challenging ourselves to improve, and embracing innovation to serve our students and community better.
Three Core Values define our culture:
YES – We embrace challenges with curiosity, optimism, and a solutions-oriented mindset.
STUDENTS – Student success is at the center of every decision we make.
ACT – We take ownership, move with purpose, and deliver meaningful results.
We seek individuals who are adaptable, resilient, and energized by change. Our employees ask thoughtful questions, challenge the status quo, solve problems collaboratively, and continuously look for better ways to serve students. We work hard, think strategically, and hold ourselves accountable. We also believe great teams support one another, celebrate successes, and bring positivity, perspective, and a sense of humor to the workplace.
What You Can Expect at Midland College:
- A leadership team committed to action, collaboration, and continuous improvement.
- A Board of Trustees that values stewardship, innovation, and long-term vision.
- A community that believes deeply in the power of education to create opportunities.
- Meaningful work, supportive colleagues, and the opportunity to make a lasting impact, every single day.
If you're passionate about making a difference, excited by growth and innovation, and ready to help students succeed while strengthening the Permian Basin, we invite you to join our team.
ESSENTIAL FUNCTIONS
- Coordinates Dean's schedule, sets up appointments, answers telephone, processes work requests and manages correspondence
- Corresponds and interacts with Midland College programs, departments, counseling, and administration to relate or share relevant information concerning each department within the division
- Compiles data for all reporting purposes for the division
- Develops, inputs, and proofreads dual enrollment schedule and maintains changes as needed
- Develops and maintains Faculty Qualifications Summaries
- Manages purchasing, inputs requisitions, manages and reconciles the budget and oversees the ordering and stocking of all necessary materials and equipment for each department within the division and any current grants
- Maintains timesheets and leave requests, reviews transmittals, enters payroll data, works with department/program chairs and staff to review timesheets if needed
- Coordinates, assists, and supervises multiple activities within the division and college, i.e.: division meetings, advisory meetings, and recruitment
- Compiles and maintains grant files
- Disseminates division program information to students as needed
- Maintains articulation/contractual agreements
- Supervises clerical and faculty pool office help
- Coordinates all hiring procedures for part-time personnel and faculty, i.e.; applications, background checks, required documentation and develops PSF
- Coordinates and schedules full-time faculty and staff interviews and serves on the interview committee as needed
- Maintains and monitors syllabi for accuracy
- Liaison with the main campus for the Advanced Technology Center and Cogdell training center
- Coordinates all necessary paperwork to the main campus from off-campus locations
- Corresponds and interacts as the Midland College representative with external agencies
- Oversees and coordinates activities at the ATC
- Attends professional development activities
- Maintains inventory for programs of the division at multiple locations
- Coordinates with faculty and staff on travel requests
- Coordinates with the Bookstore and faculty on book requisitions
- Maintains all required records for the programs at the ATC
- Maintains college web page for the division
- Creates promotional material for college and division events
- Evaluates and replaces division computers
- Coordinates and maintains the room utilization schedule at the ATC
- Maintains all catalog changes and updates master file
- Assists in the process of faculty and lab evaluations
- Other duties as assigned
Qualifications
Required Qualifications
- High School diploma or equivalent and two years of clerical and general office experience; or Associate Degree or equivalent (60 college credit hours)
- Strong communication skills and organizational ability
- Excellent computer skills, proficient with Microsoft Windows, including Microsoft Office Word and Excel
- Demonstrate interpersonal, communication, and social skills
- Ability to handle a fast-paced work environment with interruptions and detail-oriented tasks
- Ability to handle varied tasks for the division, i.e., payroll, scheduling of courses, faculty, rooms, mailings, grant management, special events, hospitality, and all paperwork required pertaining to each department within the division
- Knowledge of a computer, fax, scanner, and multiline phone system
Preferred Qualifications
- Associate's degree
- Experience working in a community college or related clerical experience
- Experience in payroll, budget, and purchasing
- Understanding and experience with faculty load, course scheduling, and curriculum development
- Knowledge of Jenzabar, ImageNow, Sharepoint, Campus Connect, and Outlook or similar system
WORK ENVIRONMENT
- Typical office
- Business Hours
- M-Th 8:00 a.m.- 5:00 p.m. F 8:00 a.m. – 12:00 p.m.
- summer M-Th 7:30 a.m. – 5:30 pm
- Periodic evening and weekend hours during peak periods (e.g., open enrollment, payroll)
- Occasional travel (less than 10%)
Physical Demands
- Must be able to remain in a stationary position 50% of the time
- Must be able to sit or stand for long periods of time
- The person in this position needs to move to other locations on campus occasionally
- Repetitive use of a keyboard at a workstation
- Use of manual dexterity
- The person in this position frequently communicates with others; must be able to exchange accurate information
- Frequently moves equipment or paperwork weighing up to 25 pounds
- Duties indoors and some outdoors
- Ability to work extended hours and attend Midland College or community events
Salary Range: $39,820 - $40,417
BENEFITS:
Midland College faculty and staff enjoy a comprehensive choice of insurance plans* and retirement savings programs.
- medical, prescription, dental, and vision plans, FSA
- retirement savings programs
- tuition remission for employees
- generous paid time off including winter break
To learn more go to: Midland College Benefits *eligibility may vary based on job classification
SECURITY SENSITIVITY
All Midland College positions are security-sensitive and subject to Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information. An employment offer is contingent on completion of a satisfactory criminal background investigation.
Special Instructions to Applicants
All documents must be electronically submitted through the Midland College Online Employment Services website to be considered. Incomplete or improperly submitted applications may be excluded from consideration. Documents that must be submitted online: Completed online application, CV/resume, and transcripts (if applicable). Unofficial transcripts will be accepted with the application. NOTE: Official transcripts sent directly from the institution(s) attended to Midland College Human Resources are required within 30 days of hire (if applicable). If a specified closing date is not listed on the posting, there is a required minimum posting period of five business days.