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Administrative Assistant Ii
4 months ago
**Work Week**:
40 hours, flexible schedule to meet department needs to include evenings and weekends. Additional hours beyond schedule may be required.
**Position Summary**:
Responsible for providing advanced administrative support to the Administrator, Department Chairs, and faculty within the assigned College department and/or division. Provide outstanding customer service to employees, students and external customers while maintaining a smooth operation of the office. Effectively and efficiently handling a variety of administrative support duties that support the Division.
**Essential Job Functions and Responsibilities**:
- Provide administrative support and reception/customer service to the assigned department Administrator and department chairs, responding to a wide variety of inquiries from College employees, faculty, students, and community members
- Create and maintain a variety of documents (e.g. forms, presentation materials, meeting agendas, minutes, etc.), aligning with branding standards of the College
- Provide administrative support for projects (e.g. reports, communications) including, but not limited to, gathering data, composing, proofreading, disseminating and updating information in a variety of modes
- Assist with meeting/special event preparation (e.g. team meetings, committee meetings, etc.) by drafting the agenda, sending invitations, scheduling facilities, taking minutes, arranging catering/other services as necessary. This includes participating in the event as requested by the Administrator or College administration
- Coordinate internal logístical arrangements for department-sponsored or college-sponsored events
- Coordinate external divisional/departmental as requested by Administrator, including but not limited to programming observations held at an off campus location, external agency assessments,
- Develop and maintain a working familiarity with the College Strategic Plan and related activities
- Assist in data gathering, documentation, and preparation of various department procedures
- Facilitate the Administrator's academic administrative processes, including but not limited to, TABS, syllabi collection, office hours/faculty schedules, or student evaluations
- Enter data and extract information from the College’s ERP or other College software/systems, including but not limited to, generating reports, preparing Notification of Assignments (NOAs)/stipends, load reports and creating/updating course section builds
- Develop a working understanding of the budget process including tasks such as payment requisitions, budget transfers, and E.R.P. Track and follow up, as needed, with financial transactions and contracts, including grant-related contracts and expenditures
- Provide support for standing committees, advisory groups, shared governance, and/or division/department meetings; act as recording secretary and disseminate minutes
- Maintain an up-to-date central filing system
- Perform general clerical duties - word processing, filing, record keeping, maintain copy/fax machine supplies and materials, proofreading, etc., and maintain Outlook calendars
- Provide complete, accurate, and timely information to the Administrator, department chairs, faculty, staff, students, and the community regarding office and other College procedures
- Serve as office representative at College meetings, professional meetings, seminars and workshops as requested. May serve on college-wide committees as needed
- Develop and keep up-to-date procedure manuals for the various departments within the Division
- Provide daily direction and training for staff and student employees
- Work collaboratively with others (e.g. colleagues, stakeholders, vendors) to accomplish functions and responsibilities, including providing administrative backup for other department administrative support services during breaks, lunches, emergencies, vacations or other unexpected absences
- Maintain currency in college processes and technologies
- Perform related administrative support duties specific to the assigned department and assigned by the Administrator
- Assume additional duties as assigned by immediate supervisor
**Required Qualifications**:
- Associate’s degree from a regionally accredited institution or equivalent, specialized training and/or coursework
- Three to five years related experience
