Administrative assistant

Job Summary

The Administrative Assistant will provide budget, project management, and secretarial support to the Director and Leadership Team as well as Career Services staff members as needed.

Primary responsibilities of this position include clerical duties such as e-filing and relaying messages; processing and disseminating information to internal and external constituents;

assisting in managing the office; handling personnel and human resources paperwork; collecting and analyzing data and preparing fiscal and budgetary reports.

A successful candidate will love working in a fast and changing environment, have strong skills in budgeting, Excel, have excellent written and verbal communication skills, is excellent at conflict management and problem solving, loves working with people, and will be very detail oriented.

Essential Responsibilities and Duties Clerical Tasks

• Provide backup coverage for Staff Career Services Front Desk.
• Assist the Career Services Director by maintaining calendar and anticipating, planning, and scheduling internal and external commitments.
• Manage deadlines and projects directed by Student Success AVP Admin.
• Oversee administrative tasks for onboarding and offboarding.
• Maintain an inventory of all equipment used in the department.
• Order office supplies, equipment, keys, and reserve motor pool vehicles, when necessary,
• Perform clerical functions such as filing, photocopying, printing, scanning, mailing or emailing constituents, making purchases, scheduling meeting spaces, and organizing or re-arranging the department’s physical space.
• Perform receptionist duties such as screening calls and taking messages, maintaining confidential information, entering data, researching solutions, gathering information, making referrals, and distributing mail.
• Assist with event coordination.
• Manage professional development requests including in or out-of-state travel accommodations and paperwork.
• Manage Career Services email inbox and voicemails.

Fiscal Budget

• Prepare monthly fiscal budget reports for Career Services Director.
• Manage large scale budgets (Campus Internship Program and Job Fairs).
• Manage grant budgets.
• Establish effective bookkeeping practices to monitor and maintain detailed knowledge of the department’s revenue and base budgets via Excel and online systems.
• Process fiscal and budgetary paperwork, which may include requisitions, purchase orders, reimbursements, transferring funds, reallocations, purchasing card statements, vouchers, grants, and other expenditures.
• Support employer programs and budgets.
• Assist in the budget reconciliation process.

Office Support

• Inform and train Career Services staff of appropriate office and college procedures, processes, or protocols.
• Provide coverage of the main reception desk and assist students and guests.
• When necessary, replace office equipment, such as computers, laptops printer, tablets, furniture, emergency kits, and day-to-day supplies.
• Manage the filing and indexing of both digital and hard copy documents.
• Fill out and submit the appropriate forms to ensure staff have proper access and clearance to websites, software, equipment, rooms, and other things they need to perform their duties.
• Support and purchase staff retreats, celebratory cards, and any morale related items.
• Serve as a member of the leadership team by role modeling positive behaviors and holding team members accountable to team values.

Collect and Disseminate Information

• Research, compile, and disseminate verbally or electronically information to the Career Services team.
• Keep accurate and complete records of staff and selected committee meetings by taking effective meeting minutes / notes.
• Respond to a wide range of telephone, electronic and in-person inquiries or problems presented by students, staff, other SLCC departments and the general public.
• Collect and report on office data for annual reports.
• Other duties as assigned.

Essential Responsibilities and Duties Continued Minimum Qualifications

• Two (2) years post high school education or training.
• Two (2) years of related, paid full-time work experience

Trade off 1 : 1 in experience / education requirement.

Part time experience may be considered on a prorated basis. Preferred Qualifications

• Bachelor’s degree.
• Prior experience as an administrative assistant in an academic setting.
• Experience working with recruiters, faculty, staff, and students.
• Bilingual.
• Familiarity with SLCC policies and procedures, including adjunct contracts, curriculum procedures, and Banner.

Knowledge, Skills & Abilities

• Ability to track and manage over $1,000,000 budget.
• Accounting skills.
• Demonstrated human relations and effective communication skills.
• Knowledge of Microsoft Office applications, Word, Excel, Outlook, and SharePoint.
• Advanced experience in Excel formulas, collecting and analyzing data.
• Ability to keep sensitive information private and keep organized records.
• Ability to meet deadlines and expectations.
• Advanced knowledge and experience with technology.
• Ability to quickly learn processes and procedures.
• Ability to manage multiple schedules and work with externals stakeholders.
• Ability to manage team morale and conflict.
• Ability to use critical thinking skills and be flexible with changing demands.
• Ability to plan and execute events.
• Superior organizational skills with strong attention to detail.
• Positive attitude with a focus on providing great customer service.
• Ability to communicate effectively with a broad range of people with a variety of abilities and backgrounds, to maintain good working relationships across the College.
• Ability to work with all groups from a variety of academic, socioeconomic, cultural, and ethnic backgrounds, and with community college students, faculty, and staff, including those with disabilities.

Non-Essential Responsibilities and Duties Assist Career Services staff with projects as needed.

Last updated : 2024-11-22

Salary : $39,686 - $39,686