Administrative Assistant - Administrative Support Center

Administrative Support Position

Incumbent is responsible for providing administrative support to the Administrative Support Center and help to keep daily operations running smoothly. Specific hours and days to be determined based on departmental needs. Salary $18.80 / hour.

An incumbent is responsible for providing advanced administrative support to an administrative or technical supervisor and unit staff. The incumbent reports to an administrative or technical supervisor, serves in a liaison capacity between the supervisor and internal and external stakeholders, the public and / or other departments within the College. Assignments require evaluative thinking and are carried out in accordance with standard administrative support practices, operational procedures and policies, and general work instructions. Work includes advanced administrative support with a high-level attention to detail; managing sensitive / confidential information for department / division records and files. Ensure accuracy of data, inclusion of supporting documentation, and adherence with deadlines and procedures that impacts both students and employees. Incumbents assist supervisor by performing such duties as composing complex or detailed correspondence and reports for supervisors signature that entails knowledge of programs, policies, procedures, rules, and regulations; preparing agendas for meetings; maintaining liaison between supervisor and other staff personnel, state / federal agencies and the public and disseminating directives.

Principal Accountabilities :

• Acts as a liaison between supervisor and faculty, other departments, students, and the public and provides guidance on routine and some non-routine matters. Collects and compiles data for reports and provides supporting documentation.
• Composes, formats, and types memoranda, correspondence, and reports. Prepares financial / legal documents, contracts, cases, charts, and similar materials using technology while maintaining appropriate confidentiality.
• Reviews and routes incoming mail; composes reply for employers signature; maintains a follow-up filing system on correspondence; orders supplies for department / division; may forward copies of correspondence to others for their information and response, on behalf of supervisor
• Supports department / division by providing routine information to callers, transfers calls to appropriate official, and schedules appointments for supervisor resulting from public contact. Greets visitors, ascertains nature of business, and directs visitors to appropriate staff person.
• Arranges details for department / division meetings, conferences and events, and travel, including but not limited to schedules, reservations, location, taking minutes, and guest seating.
• Establishes and maintains complex filing system for the unit, using traditional paper filing and digital filing using various technology. Keeps a variety of department / division records, such as staff time and leave, attendance, and financial documents. Establishes and maintains accounting procedures for divisional budget as allocated by department / division.
• Analyzes routine operating practices and procedures related to workflow, cost reduction equipment, and supply utilization, etc. to ensure smooth and efficient office operation and makes recommendations for change when necessary.
• Tracks budget expenditures and performs research and other duties related to budget preparation including but not limited to registrations and payments for students, processing travel requests, including calculating mileage, and researching rates and lodging allotments. Collects receipts and reconciles credit card.
• May supervise, train, or provide guidance and support to other clerical employees and / or College Work Study students.
• Performs other related duties as required.