What are the responsibilities and job description for the Administrative Assistant to the Vice President of Academic Affairs position at Baltimore City Community College?
About Baltimore City Community College
Founded in 1947, Baltimore City Community College (BCCC) is comprehensive, urban institution accredited by the Middle States Commission on Higher Education. The College’s campus is located in West Baltimore and courses are offered throughout the City. With its broad range of degree, certificate, and continuing education programs, affordable tuition, and extensive outreach, BCCC offers educational opportunities to the citizens of Baltimore City and throughout the state of Maryland. BCCC serves over 7,500* students annually, providing credits that transfer to four-year colleges and universities as well as workforce training leading directly to job placement. The College is proud of the fact that over 50 nations are represented within the student body.
- Based on the annual unduplicated credit and non-credit headcount for FY 2023.
Description/Job Summary
The division of Academic Affairs at Baltimore City Community College is seeking an experienced Administrative Assistant who can assist in delivering process improvements and provide office support to the Vice President of Academic Affairs. This important position also provides administrative support for tasks including presentation preparation, confidential and high level communications and correspondences, and is the essential staff in the front office. The Administrative Assistant provides various liaison duties and other duties as assigned.
Responsibilities/Duties
- Enters purchase requests into the Financial Management Information System.
- Assists the Vice President in the preparation of departmental budgets.
- Assists to monitor associated operation budgets and expenditures.
- Takes minutes at academic affairs meetings, including Academic Leadership Team meetings and other occasional meetings as assigned.
- Provides confidential administrative support to the Vice President to include communications, digital file management and telephone communications.
- Provides administrative support for strategic responsibilities of the Vice President, including MSCHE accreditation activities.
- Maintains the Vice President’s calendar, schedule for meetings and appointments.
- Makes travel arrangements, greets visitors, and related duties.
- Tracks regular work attendance for the Vice President’s direct reports and others within the Division.
- Tracks and order office supplies and maintain supply storage areas.
- Implements office procedures as requested by the Vice President.
- Ensures accuracy of items requiring signature or approval of the Vice President by reviewing them for typographical errors, formatting, and internal consistency.
- Provides customer-oriented quality service to the students, faculty, staff, and guests of Baltimore City Community College displaying exceptional organization, professionalism, communications, and attention to detail.
- Other duties as assigned by the Vice President
Required Qualifications
- Associate degree in business or related field or equivalent experience
- Minimum 5-years progressive experience in an office setting
- Demonstrated ability to maintain confidential materials.
- Experience working on multiple projects simultaneously with minimal supervision.
- Willingness to work in a fast-paced work environment and one dealing with many complex and sensitive issues.
- Excellent communication skills, both orally and in writing
- Strong experience with Microsoft Office, and specialized applications for word processing, spreadsheets, relational databases, graphics packages, and assembling, manipulating and/or formatting data and/or reports.
Preferred Qualifications
- Bachelors' degree
- 1-year of experience providing administrative support to a higher education executive
- Community College Experience
