Administrative Assistant III

1 week ago

Baltimore, United States Baltimore City Community College Full time

Description/Job Summary

The Administrative Assistant III 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 III 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 senior academic 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 office of Academic Affairs.

+ 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, manipulate or format data and reports;

+ Provides clerical support for Phi Theta Kappa (PTK) Honor Society program (as appropriate);

+ Provides clerical support for the Catalog, General Education Committee, and other College committees which involve the academic Assistant Vice Presidents.

+ 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 with maintaining calendar, scheduling appointments and meeting rooms;

+ Completes various request forms for office supplies and equipment as directed;

+ 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 require

+ Room Scheduling

+ Makes contact through phone calls, emails, and office visits to discuss and strategize room/event scheduling;

+ Other related duties as assigned.

Required Qualifications

+ Associate degree or equivalent

+ Three years of experience in an Administrative Assistant role

+ Strong time-management skills and multitasking ability

+ Experience with Microsoft Office ( Word, Excel, and PowerPoint)

+ Excellent verbal and written communication

+ Attention to detail

+ Ability to handle confidential information

+ Organizational skills

+ Dependability

+ Professionalism

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