Administrative Assistant, Business and Professional Services

Responsibilities

• Processes student transcript evaluations, faculty workloads, and enrollment tracking
• Maintains a complex filing system which includes official class rolls and grade lists, makeup forms, and secondary employment forms
• Works closely with the Dean, Associate Dean, Assistant to the Dean, Department Heads, other administrative staff, and faculty to ensure division guidelines are met
• Performs required data entry, filing, ordering of office supplies, daily distribution of mail, updates directories and checking out equipment
• Initiates required purchasing through E-Pro and form 58 when assigned
• Facilitates prompt pick up/delivery of mail daily, and sends academic and travel calendar reminders and notifications of deadlines
• Answers telephones and provides information to callers, takes messages, or transfers calls to appropriate individuals
• Tracks reminders for scheduled travel and reviews and processes travel authorizations and travel reimbursements for faculty and staff in a timely manner
• Assists with functions at various sites as directed
• Provides other general office support for divisions as needed
• Provides general office support for the area including ordering keys, office supplies, and reporting office needs for office moves, repairs, or other Eagle Assist requests

Skills

• Intermediate skills in MS Word, PowerPoint, and Publisher
• Excellent organizational skills
• Self‑motivated
• Excellent written and verbal communication skills
• Excellent customer service skills
• Ability to maintain records accurately and meet deadlines consistently
• Ability to prioritize tasks and work with a high degree of accuracy in a fast‑paced office environment
• Ability to use a variety of office equipment
• Ability to travel to other campuses to support the division as needed
• Ability to be flexible
• Ability to develop and maintain strong interpersonal relationships
• Demonstrated ability to work harmoniously with a diverse group of people

Requirements

• High school diploma or equivalent
• Three years of clerical work experience

Preferences

• Associate’s degree
• Work experience in a community college