Senior Administrative Coordinator

1 week ago

Baltimore Maryland, United States Baltimore City Community College Full time
Job Summary


The Senior Administrative Coordinator oversees office functions such as procurement, document management, and various administrative tasks; interprets operational guidelines; and exercises independent judgment in resolving administrative challenges.

This role supports the creation of regular and ad-hoc reports and may involve handling sensitive and confidential information.

The position also delivers direct administrative assistance, including scheduling meetings, managing correspondence, compiling data, and organizing files.

The Senior Administrative Coordinator is committed to providing high-quality, customer-focused service to students, faculty, staff, and visitors of Baltimore City Community College, demonstrating exceptional organizational skills, professionalism, communication, and meticulous attention to detail.

Responsibilities/Duties

Provide administrative assistance to senior academic officials, including drafting correspondence and generating and distributing memos, letters, meeting minutes, spreadsheets, forms, and faxes.

Support the daily operations of the Academic Affairs office.

Assist in the development and preparation of reports and documents.

Attend designated committee and management meetings, taking minutes as required.


Perform clerical functions such as preparing correspondence through dictation, composing written materials, including letters or memos, and proofreading documents.

Facilitate routine travel and accommodation arrangements;

Assist in planning and executing special events;

Manage calendars, schedule appointments, and coordinate meeting spaces;

Maintain filing systems, contact databases, and employee lists, including updates, retention, and disposal.

Gather and compile information, formatting reports, graphs, tables, records, and other data sources. Assemble and categorize facts and figures for written computations and calculations.

Complete various request forms for ordering, tracking, and receiving office supplies and services as directed;

Coordinate and implement office services such as procurement, records management, project oversight, and budget accounting operations;

Interpret and communicate operational policies and procedures;

Coordinate the collection and preparation of financial and operational reports;

Proficiently use various software applications involving spreadsheets, databases, statistical packages, and graphics software to assemble, manipulate, or format data and reports;

Provide clerical support for the Phi Theta Kappa (PTK) Honor Society program (as appropriate);


Support the Catalog, General Education Committee, and other College committees involving the academic Assistant Vice Presidents.

Become proficient with Banner, Canvas, and ARTSYS (or related software);

Manage and track student visits;

Follow up with students who have visited the office;

Answer and screen incoming calls, relay messages, and greet visitors;

Assist in maintaining calendars, scheduling appointments, and coordinating meeting spaces;

Complete various request forms for office supplies and equipment as directed;

Assist and/or participate in budget preparation;

Interpret and communicate operational procedures and flowcharts;

Provide general assistance and information to students, faculty, and staff as required.

Room Scheduling

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

Perform 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 skills

Attention to detail

Ability to handle confidential information

Strong organizational skills

Dependability

Professionalism

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