What are the responsibilities and job description for the Administrative Assistant (School of Arts & Social Sciences) position at Baltimore City Community College?
About Baltimore City Community College
Founded in 1947, Baltimore City Community College (BCCC) is comprehensive, urban institution accredited by the Middle States Commission on Higher Education. The College’s campus is located in West Baltimore and courses are offered throughout the City. With its broad range of degree, certificate, and continuing education programs, affordable tuition, and extensive outreach, BCCC offers educational opportunities to the citizens of Baltimore City and throughout the state of Maryland. BCCC serves over 7,500* students annually, providing credits that transfer to four-year colleges and universities as well as workforce training leading directly to job placement. The College is proud of the fact that over 50 nations are represented within the student body.
Description/Job Summary
The Administrative Assistant coordinates office services such as purchasing, records control, and other administrative activities; interprets operating policies; and exercises independent judgment in resolution of administrative issues. The position supports the development of regular and ad-hoc reports and may perform duties of a sensitive and confidential nature. The position also provides direct administrative support including scheduling appointments, correspondence, data compilation and filing. The Administrative Assistant is also responsible to provide customer-oriented quality service to the students, faculty, staff and guests of Baltimore City Community College displaying exceptional organization, professionalism, communications and attention to detail.
Responsibilities/Duties
- Provide administrative support to school leaders, including drafting email correspondence and generation and distribution of memos, letters, meeting minutes, spreadsheets, forms, and faxes
- Assist in the day-to-day operations of the School of Arts and Social Sciences.
- Assists with development and preparation of reports and documents.
- Attends designated committee/management meetings and takes minutes.
- Performs clerical support functions such as preparing correspondence through dictation, composing written material, including letters or memos, and proofreads documents.
- Assists with making routine travel and accommodation arrangements;
- Assists with special events planning and execution;
- Assists with maintaining calendar, scheduling appointments and meeting rooms;
- Maintain filing system, contact database, employee list, including updating, retention, and disposal.
- Locates and compiles information and formats reports, graphs, tables, records and other sources of information. Assembles and categorizes facts and figures for written computation and calculations.
- Completes various request forms for ordering, tracking and receiving office supplies and services for office supplies and equipment as directed;
- Coordinates and implements office services such as purchasing, records control, projects and budget accounting operations;
- Interprets and communicates operating policies and procedures;
- Coordinates collection and preparation of financial and operations reports;
- Proficient in various software applications involving spreadsheets, databases, statistical packages, and graphics packages to assemble, generate electronic documents, manipulate or format data and reports;
- Provides clerical support for Phi Theta Kappa (PTK) Honor Society program (as appropriate);
- Provides clerical support for the General Education Committee and other College committees which involve the academic dean or associate dean.
- Become efficient with Banner, Canvas, and ARTSYS (or related software);
- Manages and controls student visits;
- Tracks and follow-up with students who have visited the office;
- Answers and screens incoming calls, relays messages, and greet visitors;
- Assists and/or participates in the preparation of the budgets
- Interprets and communicates operating procedures and flowcharts;
- Provides general assistance and information to students, faculty, and staff as required
- Makes contact through phone calls, emails, and office visits to discuss and strategize room/event scheduling;
- Other related duties as assigned.
Required Qualifications
- Associate’s degree or equivalent
- Three (3) years of experience in an Administrative Assistant role
- Experience with Microsoft Office Suite (Word, Excel, and PowerPoint)
- Excellent verbal and written communication
- Attention to detail
- Ability to handle confidential information
- Strong time-management skills
- Multitasking ability
- Organizational skills
- Dependability
- Professionalism
BCCC is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, alienage or citizenship status, age, sex, sexual orientation, gender identity or expression, marital or domestic/civil partnership status, disability, protected veteran status, genetic information, or any other basis protected by law.
BCCC is committed to providing a workplace free from discrimination or harassment. We expect every member of the BCCC community to do their part to cultivate and maintain an environment where everyone has the opportunity to feel included and is afforded the respect and dignity they deserve.
Decisions related to hiring, compensating, training, evaluating performance, or terminating are made fairly. We examine our unconscious biases and take responsibility for always striving to create an inclusive environment that makes every employee and candidate feel welcome
Online applications are stored on a secure site. Only authorized employees and hiring authorities have access to the information submitted.
It is important that your application show all the relevant education and experience you possess. Applications may be rejected if incomplete.
To request an accommodation during the application or interview process, please email
hr@bccc.edu.
For technical assistance, please contact NEOEDs Applicant Support Line at 855-524-5627 or Email: support@governmentjobs.com if your needing help with your online applicant account. Applicant Support is available between 6 a.m. - 5 p.m. Pacific Time, Monday through Friday.
Salary : $50,000 - $55,000