Administrative Assistant to the SVCC Police Academy and Dean of Student Services

Administrative Assistant to the SVCC Police Academy and Dean of Student Services

Supervised by: Director of the SVCC Police Academy
Department: Academics and Student Services	Grade: G
Category: Full-time Support Staff	Status: Non-Exempt

Function of the Job

Serve as the Administrative Assistant to the Director of the SVCC Police Academy and the Dean of Student Services; perform administrative duties for the SVCC Police Academy and Student Services.

Duties and Responsibilities

1. Assist with scheduling academy faculty and instructor communication, including sending letters of interest and preparing contracts, paperwork and training logs, and communication of all pertinent information to Human Resources for accurate record keeping. 
2. Maintain and update Canvas courses; including modules, instructions, and instructor's PowerPoints.
3. Schedule appointments and book rooms for the Student Services Dean and the Police Academy Administration; including book off-campus activities (e.g., classes, workforce council, exams, and conferences).
4. Process and monitor travel requisitions and reimbursements for staff and instructors for both Police Academy and Student Services.
5. Maintain communication with agencies and recruits (Includes but not limited to: obtaining and monitoring completion of recruit forms, recruit notes, completion letters, certificates, memos, and absence forms).
6. Scan all necessary documentation into Filebound. 
7. Create and maintain registration, seat requests, POWER test, Print requests and all other necessary documents for the Police Academy.
8. Liaison with cafeteria staff for meal information.
9. Proctor exams and assist with scenarios as needed.
10. Organize Workforce Council meetings, take notes, and disseminate meeting minutes to all stakeholders.
11. Attend and provide support for Police Academy graduation.
12. Assist with Police Academy and Student Services budget preparation, submit purchase requisitions, monitor budgets, and order supplies and textbooks for the Police Academy and Student Services.
13. Prepare and processing of documents for Student Services and Police Academy (Includes but not limited to: code of conduct, academic suspension, appeals, tuition refunds, handbooks, and career agreements).
14. Enter and monitor purchase requisitions into Banner.
15. Assist Student Services with the creation and maintenance of college calendar.
16. Scheduling and monitoring work study students as needed.
17. Assume all other reasonable professional duties and responsibilities as assigned by the supervisor. 

Essential Functions

1. Must understand and support the mission of the community college.
2. Must have strong skills in customer service and possess excellent verbal and written skills.
3. Must be able to operate office equipment proficiently.
4. Must be able to communicate effectively by phone and email on a daily basis
5. Must be able to work with Microsoft Office products.
6. Must be able to interpret rules, regulations, policies, and procedures.
7. Must be able to work in a team environment.

Personal Interaction

Frequent contact is made with all levels of College personnel, students, and outside organizations in relation to routine departmental services and duties in providing appropriate assistance and information as requested.

Supervision Excercised

Functional supervision is exercised over designated work-study personnel.

Requirements

Associate's degree and five years of responsible administrative assistant experience required. Experience in an academic and/or criminal justice setting preferred. Proficiency in computer word processing and spreadsheets required. Must have good communication and human relations skills. 

Revised: 04/28/2025