Office Services Manager

6 days ago

Baltimore, Maryland, United States Baltimore City Community College Full time
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.

Key Responsibilities:

  • Provide administrative support to senior academic leaders, including drafting 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.
  • 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 required.
  • 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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