Administrative Assistant for Instructional Services
: Job Details :

Salary: See Position Description Location : Enterprise, AL Job Type: Full-Time Job Number: 2025-26:2 College/Division: ESCC-401010-Academic Administration Opening Date: 09/08/2025 Closing Date: 9/22/2025 11:59 PM Central Campus Location: Enterprise State Community College Position Summary The Administrative Assistant for Instructional Services is required to perform general administrative duties with high levels of organization, efficiency and confidentiality; execute administrative procedures and ensure that all functions in areas of responsibility comply with institutional policies and other local, state, and federal policies and law; serve as the receptionist for the Dean of Instruction's office; and provide assistance and service to students, staff, faculty and the College. Essential Duties and Responsibilities

Provide exceptional customer service to all visitors and callers to the Dean of Instruction's Office.

Answer multi-line telephone to assist with information and appointments.

Compose, proof, and edit a variety of official and general correspondence to include external and internal memorandums, emails, letters, thank you notes, and certificates. This includes emails to faculty regarding student excused absences (due to illness, athletic participation, etc.); letters notifying students regarding division honors and Dean's List status; and division merit certificates.

Maintain a file each semester documenting faculty schedules.

Maintain confidential files for academic honesty complaints and send necessary correspondence.

Preserve, purge and transfer files to storage as necessary according to established policies and procedures.

Plan, organize, and maintain a filing system for Instructional Services.

Maintain budget information for Dean of Instruction, the Associate Dean of CTE and Workforce Development, and other select individuals in Instructional Services (to include processing requisitions, submitting purchase orders for payment, preparing budget amendments, verifying budget expenditures, etc.).

Organize and implement calendars and a daily schedule for the Dean of Instruction and the Associate Dean of CTE and Workforce Development.

Prepare and verify travel and expense reports for the Dean of Instruction, the Associate Dean of CTE and Workforce Development, and other select individuals in Instructional Services (includes preparing accurate requisitions on-line for reimbursement, travel, registration fees, etc.)

Coordinate arrangements for meetings, conferences, speaking engagements and interviews.

Maintain inventory of supplies, equipment and office materials; order equipment and supplies as needed.

Work with college departments to maintain a comprehensive resource list of community and state contacts.

Open, date stamp, distribute, and sort incoming mail for the Dean of Instruction's suite.

Prepare, type, proof and edit forms, proposals, and reports as needed for submission.

Take minutes of meetings and distribute within the Instructional Services Department and within the College.

Serve as a liaison for the Dean of Instruction and Associate Dean of CTE and Workforce Development with college faculty, staff, students, and local, state and federal officials.

Receive guests and visitors; determine nature of business; provide information and/or direct to appropriate person/department.

Provide administrative assistance to the Adult Education Department.

Work directly with the Coordinator of Academic Affairs in the development of the Academic Calendar.

Assist faculty and other personnel with information and referral.

Serve on various college committees, special purpose groups and teams, and perform related services. The Graduation/Honor's Day Committee and Instructional Council are permanent committee assignments.

Perform other duties as assigned by the Dean of Instruction, Associate Dean of CTE and Workforce Development, and/or President.

Knowledge, Skills, and Abilities:

Ability to provide exceptional customer service.

Ability to comprehend complex instructions or information and use independent judgment.

Verbal communication skills to discuss office procedures with administration, staff, faculty, students and officials of other organizations.

Ability to effectively respond to questions from supervisors, faculty, staff, students and the general public.

Substantial knowledge of business English, spelling and punctuation.

Writing skills to compose or assist in writing reports, correspondence, etc.

Reading skills to analyze and interpret incoming and inter-office information.

Editing skills to ensure that reports, requested information, and correspondence are submitted properly and accurately.

Technological skills including, but not limited to the ability to operate a computer, work with various software, and use a web browser (Internet Explorer). Proficient use of Microsoft Office Suite including Word, PowerPoint and Excel. Skill in the use of office machines including calculator, fax, copier, scanner, and related equipment. Ability to maintain confidentiality.

Qualifications REQUIRED QUALIFICATIONS:

Bachelor's Degree from a regionally accredited college or university and a minimum of three (3) years of administrative or clerical experience in higher education

OR Associate degree from a regionally accredited college or university and a minimum of five (5) years of administrative or clerical experience in higher education is required.

Proficient use of Microsoft Office Suite (Word, PowerPoint and Excel) or Google Office Suite is required.

Experience working within an office of Instruction, Workforce Development and/or Career Technical Education preferred.

Application Procedures/Additional InformationPOSITION AVAILABLE: September 2025 SALARY:Salary Schedule E3 04 $39,759-$57,251, based upon the Alabama Community College System Salary Schedule to be?determined by the applicant's education and years of applicable experience. Applicant acknowledges that if selected for the position?that applicant's placement on the applicable salary schedule will be dependent upon the verified information provided. This is an institutionally funded position. POSITION DEADLINE: Applications must be received by 9/16/2025 at 11:59 p.m. Incomplete or late application packets will eliminate the possibility of an interview. Application packets submitted after the deadline date will eliminate the possibility of an interview. The submission of all required application materials by the deadline is the sole responsibility of the applicant. APPLICATION PROCEDURE: Applicants must submit a complete packet which consists of the following:

• Completed ESCC Application for Employment
• Current resume
• Copy of transcript showing degree and date conferred
• A cover letter of application specifically detailing and relating the applicant's education, and experience to the qualifications, duties, and responsibilities of the position.

NOTE: Statements included in this description are intended to be representative of the duties and responsibilities of this job and are not to be interpreted as being all inclusive. The employee may be assigned other duties that are not specifically included. Please note: Employment is contingent upon employer verification of work experience. Applicants must provide documentation of the required applicable experience if an offer is made. Only applicants who meet the required qualifications and submit a complete application packet by the deadline will be considered. Applications submitted by fax,email, mail, or hand delivery will NOT be accepted. All applications become the property of ESCC. Requests for copies of application materials, including transcripts, will be denied.Applicants must adhere to the College's prescribed interview schedule and must travel at their own expense. In accordance with Alabama Community College System policy and guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon receipt of a clearance notification from a criminal background check. Enterprise State Community College is an active participant in the Employment Eligibility Verification Program (E-verify). E-verify electronically confirms an employee's eligibility to work in the United States as required by the Department of Homeland Security. Enterprise State Community College is an Equal Opportunity Employer. It is the policy of the Alabama Community College System, including all postsecondary community and technical colleges under the control of the Alabama Community College Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Enterprise State Community College will make reasonable accommodations for qualified disabled applicants or employees. The College reserves the right to withdraw this job announcement at any time prior to the awarding. More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process.Enterprise State Community College application for employment form is available atwww.escc.eduand should be submitted online. Sick Leave All regular full-time non-instructional staff earns one day of sick leave which is the equivalent of 8 hours of sick leave per month. Unused sick leave is rolled over to the following year. Upon retirement, employees are allowed to convert unused sick time into service time for the purpose of retirement. Further retirement benefits may be found on this page under Alabama Teacher's Retirement. 8 hours per month (may accumulate an unlimited number) Annual Leave All regular full-time non-instructional staff earn annual leave per month. A complete description of leave benefits can be found with the Human Resources office. 0-4 years 8 hours per month 5-9 years 10 hours per month 10-14 years 12 hours per month 15-19 years 14 hours per month 20+ 16 hours per month (may accumulate up to 480 hours) Personal Leave All regular full-time non-instructional staff earns up to two (2) regularly scheduled workdays of personal leave per leave year. Unused Personal Leave converts to sick leave if not used. (converts to sick leave at the end of August each year if not used) Professional Leave Up to 10 days a year of professional development leave with pay may be granted by the President. Holidays New Year's Day Martin Luther King/Robert E. Lee Birthday National Memorial Day Independence Day Labor Day Veterans Day Thanksgiving Day Day after Thanksgiving Day Christmas Eve Christmas Day 15 (5 locally assigned) Contracted Work Days 260 Retirement The TRS was established in 1939 to provide benefits to qualified persons employed by state-supported educational institutions. Responsibility for the management and administration of the TRS is vested in its Board of Control. The Boards of Control elect the Secretary-Treasurer who serves as the Chief Executive Officer of the RSA and is responsible for the day-to-day management of the RSA. The TRS is a defined benefit plan qualified under Section 401(a) of the Internal Revenue Code. For more information visit All regular full-time and part-time employees (non-temporary and non- student) who work at least 20 hours per week are required to participate in The Teachers' Retirement System of Alabama. Tier I - Pays 7.50% monthly. State matches 13.57% (effective 10/01/24) Tier II - Pays 6.20% monthly. State matches 12.60% (effective 10/01/24) Law Enforcement Officers: Tier I-Pays 8.50% monthly. State matches 13.57% (effective 10/01/24) Tier II- Pays 7.20% monthly. State matches 12.60% (effective 10/01/24) Health Insurance PEEHIP, established in 1983, provides health insurance benefits for active and retired education employees and is governed by the PEEHIP Board of Control. The Boards of Control elect the Secretary-Treasurer who serves as the Chief Executive Officer of the RSA and is responsible for the day-to-day management of the RSA. For more information visit Premium amounts:

• Single $ 30
• Family (without Spouse but with dependents) $ 207
• Employee + Spouse (no dependents) $ 282
• Family (with Spouse and dependents*) $ 307

*Includes $100 per month spousal surcharge Note: The spousal surcharge does not apply to spouses who are independently eligible for PEEHIP. Tobacco Usage Premium

• Member $ 50
• Spouse $ 50

The tobacco premium applies only to the PEEHIP Hospital Medical and VIVA Health plans. Refer to the section to learn how you and/or your spouse can receive the non-tobacco user discount. Wellness Premium

• Member $ 50
• Spouse $ 50

The wellness premium applies only to the Blue Cross Blue Shield Hospital Medical Group #14000 plan for non-Medicare eligible active and retired members, non-Medicare-eligible members on LOA or COBRA, and non-Medicare-eligible spouses on active or retired contracts. Refer to the section to learn how you and/or your spouse can receive a wellness premium waiver. If desired, the employee may elect four options rather than health insurance options to include hospital indemnity, cancer, dental, and vision. Optional Coverage Plan Premiums

• Cancer, Indemnity, and Vision Single or Family (cost per plan) $ 38
• Dental Single $ 38 Dental Family $ 50

Institution matches $800 monthly (effective 10/01/17). Duty Hours (hours vary by campus and needs of the student)Tuition Assistance This tuition waiver program is designed for all full-time instructional and non-instructional employees of The Alabama College System and the Alabama Department of Postsecondary Education and their dependents as defined under by policy. The program will be coordinated by each institution for employees within The Alabama College System and the Alabama Department of Postsecondary Education. An application form for the tuition assistance program is available in the Human Resources office and should be completed prior to registration for classes. Employees/Dependents at two-year colleges:

• 1/3 waived after 1st year
• 2/3 waived after 2nd year
• 3/3 waived after 3rd year

Note: Employee is vested after 10 years in Retirement System. Additional information regarding retirement may be obtained from the Retirement System Web site at www.rsa.al.gov. 01 Did you attach the required application materials as listed on the job bulletin, including 1) a current résumé, 2) a cover letter describing specifically how your experience and qualifications meet the required qualifications, 3) copies of appropriate transcript(s) identifying the applicant, date degree conferred, and verifying the minimum degree requirements (NOTE: COPIES OF DIPLOMAS WILL NOT BE SUFFICIENT) and 4) copies of applicable licenses and/or certifications if required by the job posting?Applicants who fail to submit all required information will be disqualified. (You are encouraged to double-check your uploaded items. IF YOU CANNOT ANSWER YES, PLEASE DO NOT SUBMIT YOUR APPLICATION UNTIL YOU HAVE ALL OF THESE MATERIALS UPLOADED.)

• Yes, all required documents are attached.
• No, I did not attachthe required documents. I understand that without the required documents attached I will not be eligible for an interview or an offer of employment.

02 I understand that I will be contacted through the email I have provided on my application for updates on this position.

• Yes
• No

Required Question