Administrative Assistant II - Public Service Education

About the role

The Administrative Assistant for the Public Service Education division plays a crucial role in supporting the division's operations and initiatives. Reporting to the Dean, this position ensures efficient office operations, supports departmental leadership, and collaborates with various stakeholders.

Responsibilities

• Maintains effective and well-organized office operations.
• Establishes and maintains physical and/or digital filing systems.
• Ensures office equipment is functioning properly and coordinates maintenance as needed.
• Provides administrative support to leadership and assigned staff.
• Manages calendars, schedules appointments, and coordinates meetings for the dean.
• Processes mail and responds to routine inquiries verbally and in writing.
• Prepares correspondence, reports, spreadsheets, presentations, and other documents.
• Aids in project coordination, timelines, and departmental initiatives.
• Books travel and maintains related documentation as needed.
• Orders and maintains office and/or classroom supplies as needed.
• Coordinates with Information Technology personnel regarding equipment and system issues.
• Completes all other duties and responsibilities as assigned.

Department-Specific Responsibilities

• Cover course additions, changes, etc., for each semester.
• Monitor certification/recertification for the division faculty; create files and organize paperwork for signature.
• Support specialized financial or operational processes.
• May coordinate departmental webpages, communications, or marketing activities.
• Assist with special projects, work orders, events, or operational initiatives.
• Maintain department-specific records and compliance documentation.

Qualifications, Knowledge and Skill Requirements

• Associate degree; three (3) years of secretarial related work experience; or any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.
• Knowledge of office administration, data entry, bookkeeping, public relations, and related office equipment.
• Knowledge of the College’s/branches’ policies, procedures, and operations and related IT concerns.
• Skill in organizing, filing, analyzing and reporting data, scheduling, managing time, and prioritizing.
• Function effectively in a fast-paced environment.
• Skill in delivering customer service.
• Knowledge of office technology, software applications, and related systems.
• Skills in working with Microsoft Office and Windows-based applications and computer systems.
• Managing multiple priorities and meeting deadlines.
• Ability to be accurate and detail-oriented, multi-task, be people-oriented, make sound judgments, be diplomatic, function in a fast-paced and challenging environment, and work independently as well as with others.

Physical Demands

This position classifies the physical exertion requirements as light work involving lifting no more than 25 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. Even though the weight lifted may be very little, a job is in this category when it requires a good deal of walking or standing, or when it involves sitting most of the time with some pushing and pulling of arm or leg controls. To be considered capable of performing a full or wide range of light work, you must have the ability to do substantially all of these activities. If someone can do light work, we determine that he or she can also do sedentary work, unless there are additional limiting factors such as loss of fine dexterity or inability to sit for long periods of time.