Administrative Assistant II (Grant Funded)- TAACCCT Grant
Position Summary: The administrative assistant will provide an advanced level of administrative office support for the TAACCCT Project Director for day-to-day activities and periodic special projects and events. This position will also assist in monitoring activities for compliance with College policies and procedures. *The remaining funding for the position is approximately 1 1/2 years with a possible 1 year extension.
Principle Accountabilities: Office Management- Mail: Open and Sort; identify high importance, immediate action, etc.; route to appropriate offices. Files Management: Act as liaison for office; manage files, destroy and archive as needed; electronically organize files into appropriate folders for easy access/retrieval; manage shared drives. Requests for Services: Initiate, process, and verify all requests for service, i.e. food reqs, check requests, etc.; Use procurement card to purchase necessary supplies and run procurement card report(s). Budget: Oversee project office budget. Maintain budget spreadsheet and track expenditures; reconcile budget monthly so aware of available funds at end of year; provide data and make recommendations for annual budget process. Maintain Outlook Calendars(Project Director/Ast. Director): Schedule and confirm appointments. Daily print calendar with agendas and accompanying material. Schedule and Coordinate Meetings: Confirm dates, make appropriate arrangements, create agendas/packets for planning retreats, core team meetings, and other meetings on behalf of the Project Event Planning: Schedule and coordinate various events. Includes planning retreats, statewide events, and other department events. Travel Arrangements: Coordinate travel arrangements for Project Director, Asst. Project Director and Project Manager. Complete appropriate SCC forms before and after travel; complete registrations; make flight and hotel reservations; any other necessary arrangements. Provide Project Director, Asst. Project Director, and Project manager with travel packet. Assist with travel: Provide assistance to Sinclair's team, comprised of faculty and staff. Process paperwork, such as SSAs, faculty release time and keeping track of in-kind payment of time for staff. Other Accountabilities: As assigned to include but not limited to: Maintaining current knowledge of technology needed to support project activities (Datatel, web-page updates, Microsoft Office, etc.) Grant Information: Maintain grant files for the entire TAACCT grant project by ensuring accurate information and documentation on each partner in the consortium Sinclair Community College is strongly committed to diversity within its community. EOE Sinclair Community College performs pre-employment background checks
Requirements: -High School diploma or equivalent required; Associates Degree preferred -Minimum of 2 years of administrative assistant experience is required -High level professionalism and ability to work independently with little or no supervision required -Ability to handle and maintain the integrity of confidential information required -Ability to prioritize and demonstrate flexibility on work assignments required -Professional verbal and written communication skills required -Excellent organizational skills required -High level computer skills (Microsoft Word, Excel, PowerPoint, Access, Outlook, Internet Explorer) required; working experience in Datatel database highly preferred