Administrative Assistant, Student Services

Salary: Pierpont Community & Technical College Job DescriptionJOB TITLE: Administrative Assistant, Student ServicesAGENCY: Pierpont Community and Technical CollegeWORK LOCATION: Pierpont Advanced Technology Center, 500 Galliher DriveFairmont, West Virginia 26554REPORTS TO: AVP Student ServicesFLSA Status: ExemptEmployee Category: Nonclassified _____________________________________________________________________________________GENERAL JOB SUMMARY: The Administrative Assistant provides high-level administrative assistance to the AVP, Student Services and supports the general administrative functions of a wide variety of administrative units. The Administrative Assistant is responsible for assisting the Associate Vice President, and other administrative members of the Student Services area performing varied routine to complex administrative tasks and relieving the administrator of a variety of administrative details. Job responsibilities provide support-type services to increase the capacity of the AVP or others to carry out responsibilities. Work is supervised and performed using self-initiative without detailed instruction. Problems and decisions faced in this position may involve non-routine situations within established protocol, guidelines, and/or policies.ESSENTIAL DUTIES AND RESPONSIBILITIES:Provides a broad range of administrative support functions for management which include coordinating office communications, tracking budgets, purchasing, scheduling, workflow, and processing of office forms.Coordinates, maintains, and creates various events, schedules, and calendars. Makes travel arrangements and coordinates large group meetings.Serves as a primary point of contact for office communications. Prioritizes, composes, and disseminates written and oral information to College personnel, the public, and other internal and external customers. Responds to inquiries.Coordinates facilities requests and organizational needs; conducts research and analytical activities involving the gathering of background material and data in support of projects.Participates in developing and monitoring budgets, grants, initiatives, and other grant funding sources as assigned. Analyzes financial constraints and timelines, prepares and analyzes financial reports, and prepares requests for contingency fund transfers.Purchases and initiates payments for office supplies, equipment, and services.Compiles, composes, edits, produces, and distributes a variety of documents including, but not limited to, detailed memos, e-mails, correspondence, reports, speeches presentations and other communications as needed.Handles or assists with financial transactions and control procedures. Processes expenditures, purchases, budget transfers and other actions. Develops and analyzes financial reports and maintains selected fiscal records.Prepares travel authorizations, employment paperwork, pay-related documents, and/or other related items.Participates in processes related to transcripts, including but not limited to the downloading from source, opening, verifying and inputting into the Banner databaseAssists with orientation, registration, and other college events as neededServes as a liaison to or represents the administrator in dealings with both internal and external customers and organizations.Maintains confidential files and records for assigned area of responsibility.Strictly adheres to Family Education Rights and Privacy Act (FERPA) standardsEssential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There may be other duties as assigned.MINIMUM QUALIFICATIONS:Knowledge of:Applicable Federal, State, and Local laws, rules, regulations, codes, and guidelines;Office management practices and standard operating procedures;Recordkeeping and filing practices and procedures;Customer service principles;Budgeting principles and practices.Ability to:Present materials to groups and individuals;Work with diverse academic, cultural and ethnic backgrounds of community college students, staff and other stakeholders;Work independently;Effectively communicate both in writing and verbally;Handle sensitive and confidential matters and situations;Understand and follow broad and complex instructions.EDUCATION AND EXPERIENCE:Associates degree in Office Administration, or a field directly related to the area of assignment, with 2 -4 years of directly related work experience in support of an administrator or work unit. An equivalent combination of education and experience is acceptable.PHYSICAL REQUIREMENTS:Conditions are those of a typical office environment, requiring frequent oral communication with students and colleagues, the ability to enter data and written communications in electronic format in a timely manner, and sufficient mobility to be present and address students, their parents, and fellow professionals at appropriate college and regional functions.Moderate physical activity. Requires handling of average-weight objects up to 15 pounds; standing, sitting and/or walking for brief to long periodsDISCLAIMER: This description does not state or imply that the duties listed are the only duties to be performed by the position incumbent. Employees are required to follow job-related instructions and perform other job-related activities assigned by their supervisor. Most requirements are subject to possible modification in order to provide a reasonable accommodation to individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, students, other employees, or the general public.

Salary : $17 - $23