Administrative Services Coordinator

7 days ago


Baltimore, Maryland, United States Baltimore City Community College Full time
Job Summary:
The Administrative Assistant plays a vital role in ensuring the smooth operation of our office services. As a key member of our team, you will be responsible for interpreting operating policies and exercising independent judgment in resolving administrative problems.

This position requires excellent organizational skills, attention to detail, and exceptional communication abilities. You will provide direct secretarial support to students, faculty, staff, and guests of Baltimore City Community College while displaying professionalism, organization, and a customer-oriented approach.

Key Responsibilities:
  • Utilize established systems to efficiently manage information, data, time, and resources.
  • Provide high-quality service, information, and assistance to employees, students, and visitors.
  • Manage the reception area, print/copy/fax stations, and conference rooms.
  • Perform various office support duties, including typing, faxing, photocopying, filing, and mailing.
  • Maintain office equipment, common areas, and office supplies.
  • Prepare outgoing mail and distribute incoming mail.
  • Develop and maintain effective working relationships with colleagues, students, visitors, and the public.
  • Listen actively and respond to inquiries or concerns to comprehend and assess needs, provide assistance, resolve problems, and satisfy expectations.
  • Compose letters and memoranda for signature.
  • Ensure accuracy of written communications by reviewing for typographical errors, formatting, and internal consistency.
  • Handle visitor inquiries, answer phones, and direct callers and guests to appropriate staff.
  • Take ownership of service issues and work within scope of authority and guidelines to meet needs and resolve problems.
  • Follow through to ensure that all problems, questions, or complaints are resolved.
  • Addresse disgruntled customers' problems with courtesy, tact, and professionalism.
  • Pursue customer feedback to better understand their needs and develop ideas for meeting those needs.
  • Maintain and continuously develop knowledge of departmental services, operations, and functions to provide accurate information and assistance.
  • Respond promptly and accurately to requests and inquiries.
  • Suggest changes to enhance service and assist in implementing improvements.
  • Pursue ongoing professional development to remain current on quality service best practices, trends, methods, and principles.
  • Carefully consider the impact on external or internal parties when taking action or carrying out job responsibilities.
  • Develop and implement service and process improvements.
  • Foster positive working relationships with colleagues, customers, and students.
  • Evaluate the quality, accuracy, and completeness of work activities and products.
  • Plan activities in advance to ensure timely completion of assignments.
  • Thoroughly review work for mistakes before distribution.
  • Adhere to established procedures to ensure consistency, accuracy, and completeness of work products and activities.
  • Compare finished work to established expectations and standards.
  • Perform routine tasks with care and attention to detail.
  • Review work carefully for completeness and accuracy.


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