General Summary
The Graduate Studies Administrative Assistant to Vice President of Academic Affairs (VPAA) works with the VPAA and Graduate Program Directors to perform and assist with general administrative and bookkeeping duties that support Graduate Studies operations. These include but are not limited to enrollment services (recruitment to graduation), program/career advising, approved public relations, outreach and communication, and program events. This is a grant funded position. The supervisor for this position is the Vice President for Academic Affairs.
Major Duties & Responsibilities:
• Provide administrative support for all Graduate Curriculum Committee meetings which includes preparing agendas, taking and compiling minutes, preparing documents for the committee meetings as required by the Graduate Curriculum Committee Chair.
• Work cooperatively and professionally with all Graduate Studies faculty and staff.
• Maintaining student files by tracking student admissions progress, monitoring advising forms to accurately reflect progress, and entering grades as requested;
• Work with Enrollment Services to request course transfers, substitutions, and waivers for official student transcript records.
• Monitor and assist with graduation applications with degree audits.
• Work cooperatively with any assigned student in a manner to ease administrative burdens and convey accurate information on policies and procedures.
• Provides assistance with student registration, scheduling, approved public relations, outreach, and student recruitment.
• Collaborate with Career Services to provide general graduate career advice and track graduate job placements
• Assist with management of Graduate Studies accounting, bookkeeping, and business operations as assigned
• Assist with coordination of travel arrangements for Graduate Studies personnel and students
• Assist with the coordination of graduate program advisory boards and other partnering organizational events as requested.
• Assist with development and management of Graduate Studies reports as requested.
• Ability to learn and utilize SKC business and educational software (e.g. LMS, Brightspace, JICS, and KISSFLOW).
• Support the creation of professional business communications for Graduate Studies including support for graduate degree programs when assigned by VPAA.
• Centralize graduate class and course descriptions, faculty schedules, and other essential course materials so that all Graduate faculty schedules/materials are known, accessible, recorded for archival, audit, and accreditation requirements.
• Maintain an archive of all versions of SKC graduate policies in a central location so that Graduate Studies personnel may access them as needed.
• Ensure office operations are maintained through timely supply orders, communications with IT for technical needs, and regular communications with other campus offices.
• Other duties as assigned in support of Enrollment management, Graduate Studies, and Graduate Program Directors.
Minimum Qualifications:
• Bachelor's degree in office professions, organizational management, communication, education, Native American studies, natural resources, grants, or related field with successful work experience in office management and/or administrative support.
• Experience working with Native Americans in Education or related fields.
Knowledge, Skills, and Abilities (KSA):
• Demonstrated ability with a variety of software applications and operating systems. Professional demeanor sufficient to act as a role model and to support diverse students.
• Experience in data entry, spreadsheets, and word processing is required. Must be able to learn SKC data systems with minimal supervision. Must be able to maintain confidentiality, multi-task, work in a fast-paced environment, and have the ability to work within a team setting.
• Must be organized, detail-oriented, and able to work productively with a diverse team of staff and faculty; must have the ability to productively interface with various educational organizations demonstrating a professional and proactive demeanor at all times.
Preferred:
• Two (2) or more years of increasingly responsible administrative work history including but not limited to document creation, schedule coordination, spreadsheet development, data analysis, and meeting logistical deadlines and requirements.
• Experience with administrative capacity such as report development, data verification, and development of professional communication to internal and external agencies/donors/departments.
• Experience working with Salish, Kootenai and Pend d’Oreilles (Séliš, Ksanka, and Qlispé) people.
• Experience working in Higher Education.
• Experience working with diverse grants and funding agencies.
To apply you must submit an SKC application, cover letter, resume, identification, and applicable transcripts to Human Resources, P.O. Box 70, Pablo, MT 59855 or email HR@SKC.edu.
Your application must include evidence that you have the skills, experiences and abilities indicated in this announcement. Applicants are asked to provide copies of academic transcripts and any other educational, training, or applicable credential or license, which may support your application for this position.
The information you provide will be used as deciding factors in our employment process.
As an Equal Opportunity/Affirmative Action employer, we encourage applications from minorities, veterans and women. SKC is a tribal member preference employer as set forth in SKC policy. SKC is a drug free workplace. All pre-hires must pass a drug test before formal hiring. This includes THC.
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