Position Description

Provides administrative support and acts as gatekeeper for a manager, department, division, or office. Also performs duties such as financial record keeping, event planning, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings and works on special projects as requested.

This position answers non-routine correspondence and assembles sensitive information. Deals with a diverse group of important external stakeholders as well as internal contacts at all levels of the college.

May be responsible for meeting minutes. Works independently under general direction; must also be able to work cooperatively as a member of a team.

Hours are Monday through Friday 8:00 a.m. until 4:30 p.m. Must be willing to flex hours to cover events outside of normal business hours.

Position Duties

Performs a variety of routine to moderately complex administrative office functions that require an understanding of departmental or divisional operations and policies in support of a department, division, or office with primary support to the manager, department, division, or office. Receives and greets employees, students, and visitors, directing them to the appropriate offices or persons; provides factual information or materials to routine inquiries; answers the telephone, takes messages or routes calls; and makes appointments as appropriate.Coordinates and maintains effective office procedures and efficient work flow. Must have excellent typing and proofreading skills; excellent customer service; confidentiality and a professional demeanor; strong organizational, oral and written communication skills; able to function well in fast-paced, multi-task environment.Researches, compiles, and analyzes data for a variety of internal and external reports. Prepares special reports and contracts as necessary; research and verify information and data.Prepares correspondence, forms, outlines, and reports using Microsoft Office, Banner, and Argos Reporting Tool. Records meeting minutes.Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, budgetary and personnel requirements; implements changes and identifies solutions. Orders and maintains office supplies; prepares reimbursement requests. Schedules office, division, and/or department activities and related functions. May make travel arrangements. Responsible for forms control.Maintains good working relationships with other areas of the college to ensure accurate reporting and coordination of activities. Serves on college committees.Establishes and maintains efficient filing systems and office organization. Screens and routes incoming correspondence andtelephone calls, and takes action as appropriate. May be responsible for records retention.Exercises good judgment and discretion when handling confidential items or providing information to employees, students, or the public.Contributes to the overall success of the department, division, or office by performing other essential duties and responsibilities as assigned.

Education, Experience and Licensure/Certification Requirements

High school diploma or GED is required.

Associates' degree in office administration or a related field is preferred.

Knowledge, Skills, Abilities Required

Interpersonal/Customer Service - ability to work with diverse internal/external population. Maintains appropriate office/phone etiquette with all stakeholders. Ability to resolve conflict. Ability to function well as a member of a team.Communication Skills – excellent oral/written communication (grammar, punctuation, proofreading), must be able to utilize communication skills to ask the right questions of students, potential student workers, co-workers, colleagues and others.Organizational Skills – knowledge of processes and procedures across the college. Must be able to prioritize and manage time effectively. Attention to detail is required.Project Management Skills – ability to coordinate and lead events (banquets, catering, etc.). Responsible for making travel arrangements and ensuring successful planning of community events.Technology Skills – knowledge of Microsoft Office suite of products including Outlook calendar management and electronic file management; utilization of standard office equipment (copier, fax machine, scanner, multi-line phone)