Administrative Assistant

The position will provide part-time support with front office coverage, including answering phones, assisting visitors, managing the office door, and completing general administrative tasks. This position will help maintain consistent office coverage and provide additional administrative support to the Dean of Instruction’s office as needed.

An incumbent is responsible for providing advanced administrative support to an administrative or technical supervisor and unit staff.

An incumbent reports to an administrative or technical supervisor, serves in a liaison capacity between the supervisor and internal and external stakeholders, the public and/or other departments within the College. Assignments require evaluative thinking and are carried out in accordance with standard administrative support practices, operational procedures and policies, and general work instructions. Work includes advanced administrative support with a high-level attention to detail; managing sensitive/confidential information for department/division records and files. Ensure accuracy of data, inclusion of supporting documentation, and adherence with deadlines and procedures that impacts both students and employees. Incumbents assist supervisor by performing such duties as composing complex or detailed correspondence and reports for supervisor’s signature that entails knowledge of programs, policies, procedures, rules, and regulations; preparing agendas for meetings; maintaining liaison between supervisor and other staff personnel, state/federal agencies and the public and disseminating directives.

An incumbent may perform any combination of the below listed accountabilities:

1. Acts as a liaison between supervisor and faculty, other departments, students, and the public and provides guidance on routine and some non-routine matters. Collects and compiles data for reports and provides supporting documentation.

2. Composes, formats, and types memoranda, correspondence, and reports. Prepares financial/legal documents, contracts, cases, charts, and similar materials using technology while maintaining appropriate confidentiality.

3. Reviews and routes incoming mail; composes reply for employer’s signature; maintains a follow-up filing system on correspondence; orders supplies for department/division; may forward copies of correspondence to others for their information and response, on behalf of supervisor

4. Supports department/division by providing routine information to callers, transfers calls to appropriate official, and schedules appointments for supervisor resulting from public contact. Greets visitors, ascertains nature of business, and directs visitors to appropriate staff person.

5. Arranges details for department/division meetings, conferences and events, and travel, including but not limited to schedules, reservations, location, taking minutes, and guest seating.

6. Establishes and maintains complex filing system for the unit, using traditional paper filing and digital filing using various technology. Keeps a variety of department/division records, such as staff time and leave, attendance, and financial documents. Establishes and maintains accounting procedures for divisional budget as allocated by department/division.

7. Analyzes routine operating practices and procedures related to workflow, cost reduction equipment, and supply utilization, etc. to ensure smooth and efficient office operation and makes recommendations for change when necessary.

8. Tracks budget expenditures and performs research and other duties related to budget preparation including but not limited to registrations and payments for students, processing travel requests, including calculating mileage, and researching rates and lodging allotments. Collects receipts and reconciles credit card.

9, May supervise, train, or provide guidance and support to other clerical employees and/or College Work Study students.

10. Performs other related duties as required.

Knowledge of administrative principles and procedures.

Knowledge of accounting, fiscal policies, and guidelines.

Knowledge of division operations, services, programs, and campus organization.

Knowledge of applicable policies, procedures, laws, regulations, or requirements.

Knowledge of word processing, spreadsheet, and database software.

Excellent interpersonal, communication, decision-making, critical thinking, and organizational skills.

Skill in searching files and records for information.

Skill in recording and compiling data accurately.

Ability to oversee the work of clerical/support employees.

Ability to read, apply, and explain rules, regulations, policies, and procedures.

Ability to exercise discretion in the handling of confidential information.

Ability to communicate effectively, both orally and in writing, and relate to a diverse population in a multicultural environment.

Associate’s degree in a relevant field and two (2) years of responsible administrative support experience; or other equivalent combination of education and experience.