Administrative Specialist

The Community College of Vermont (CCV) is looking for a dynamic Administrative Specialist who is an excellent communicator with a welcoming demeanor and strong organizational skills to work in a fast-paced office environment in Winooski, Vermont. In this role, you will be performing professional and key administrative and operational functions while providing exceptional customer service to all constituents of CCV.

We are seeking a candidate with the demonstrated ability to work collaboratively in a self-managed team. This position requires flexible thinking, strong computer skills, solid decision-making abilities, a positive attitude, and a willingness to adapt and change to the ever-moving cycles of an academic year.

This position is based in our Winooski center, with a regular Monday - Friday working schedule, 37.5 hours weekly. Flexibility in schedule and some travel, primarily to our St. Albans center, will be required on occasion.

Job Summary

To provide administrative support and customer service to the CCV community.

Essential Functions

•Provide customer service to students, faculty, staff, and community members.
•Staff front-office reception area.
•Use a wide variety of software to enter/retrieve data and run reports.
•Compose and/or draft correspondence letters, forms, memoranda, and reports.
•Answer phones and general reception of individuals entering the site.
•Enter Data, make appointments, process applications, and build course sections and course descriptions.
•Reply to inquiries and requests for information in-person, over the phone, by email, and through various CCV software.
•Set-up and maintain classrooms.
•Collect and record payments.
•Oversee work-study assigned tasks (supervision of task not individual).
•Take library returns, handling incoming and outgoing mail.
•Prepare the beginning semester, mid-semester, and end of semester packets and communications.
•Stay current in new initiatives and technologies at CCV by participating in regular training opportunities.
•Oversee tracking, managing, and follow-up for hospitality and event requests.
•Provide technical support for students and faculty using classroom technology and Canvas: CCV's online learning management system.
•May serve as the liaison between CCV and vendors around facility needs.
•Occasionally respond to basic building maintenance needs.
•Assist with special projects such as semester activities, workshops, fairs, dinners, or other administrative tasks.
•Assist with meetings (internal) including preparing all materials, making arrangements, and participating in or recording events of meetings. Attends ad hoc meetings as required.
•Confer with supervisor to discuss work processes, actions to be taken, resolve issues, and receive guidance.
•Other duties as assigned.

Minimum Qualifications

Education: High School Diploma required; Associate's Degree preferred, plus two years of relevant clerical and administrative experience, or a combination of education and experience from which comparable knowledge and skills are acquired.

Experience: 2 years' relevant experience

Knowledge, Skills, and Abilities

• Knowledge and skill in various word processing, spreadsheet, database, presentation, and integrated information software, systems, and associated hardware, e.g. personal computers.
• Ability to analyze situations, develop solutions, and make independent decisions based on established guidelines.
• Ability to manage stressful situations with thoughtfulness.
• Effective communication skills, both oral and written.
• Strong interpersonal skills as applied to interaction with culturally diverse populations, college administrators, faculty, staff, students, and the public.
• Ability to work independently and as a member of a team in accomplishing tasks.
• Strong organizational skills.
• Ability to assess and adhere to correct policies and procedures.
• Ability to manage details with a high degree of accuracy.
• Skill in processing a variety of financial and non-financial transactions, verify accuracy, match against documentation, code to proper account.

Physical Requirements: Duties performed cause slight fatigue of eyes, fingers, or other faculties as a result of repetitive motion and/or long periods of standing or sitting. Duties require little physical effort in work with light to moderate (up to 25lbs) easy-to-handle materials. Duties will occasionally require the climbing of ladders.

Working Conditions: Job is performed in a general office or comparable working area with many and frequent distractions such as noise and interruptions. Work schedule may vary during high volume periods.

This general outline illustrates the type of work that characterizes the job classification.It is not an all-encompassing statement of the specific duties, responsibilities, and qualifications of individual positions assigned to the classification.

CCV values individual differences that can be engaged in the service of learning. Diverse experiences from people of varied backgrounds inform and enrich our community. CCV strongly encourages applications from historically marginalized and underrepresented populations. CCV is an Equal Opportunity Employer, in compliance with ADA requirements, and will make reasonable accommodations for the known disability of an otherwise qualified applicant.

All new full-time employees and certain part-time employees will be subject to a fingerprint-supported criminal background check. Any offer of employment is contingent upon the satisfactory results of this check.

Application Instructions

In order to be considered, please submit a complete application package which includes a cover letter, resume/CV, employment application and contact information for three professional references by clicking on the apply now button on the top right of this posting.

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