Administrative Assistant, Student Services

Pierpont Community & Technical College

Job Description

JOB TITLE:

Administrative Assistant, Student Services

AGENCY:
Pierpont Community and Technical College

WORK LOCATION:

Pierpont Advanced Technology Center, 500 Galliher Drive Fairmont, West Virginia 26554

REPORTS TO:

AVP Student Services

FLSA Status:
Exempt

Employee Category:
Nonclassified

The Administrative Assistant provides high-level administrative assistance to the AVP, Student Services and supports the general administrative functions of a wide variety of administrative units. The Administrative Assistant is responsible for assisting the Associate Vice President, and other administrative members of the Student Services area performing varied routine to complex administrative tasks and relieving the administrator of a variety of administrative details.

Job responsibilities provide support-type services to increase the capacity of the AVP or others to carry out responsibilities. Work is supervised and performed using self-initiative without detailed instruction. Problems and decisions faced in this position may involve non-routine situations within established protocol, guidelines, and/or policies.

• Provides a broad range of administrative support functions for management which include coordinating office communications, tracking budgets, purchasing, scheduling, workflow, and processing of office forms.
• Coordinates, maintains, and creates various events, schedules, and calendars. Makes travel arrangements and coordinates large group meetings.
• Serves as a primary point of contact for office communications. Prioritizes, composes, and disseminates written and oral information to College personnel, the public, and other internal and external customers. Responds to inquiries.
• Coordinates facilities requests and organizational needs; conducts research and analytical activities involving the gathering of background material and data in support of projects.
• Participates in developing and monitoring budgets, grants, initiatives, and other grant funding sources as assigned. Analyzes financial constraints and timelines, prepares and analyzes financial reports, and prepares requests for contingency fund transfers.
• Purchases and initiates payments for office supplies, equipment, and services.
• Compiles, composes, edits, produces, and distributes a variety of documents including, but not limited to, detailed memos, e‑mails, correspondence, reports, speeches presentations and other communications as needed.
• Handles or assists with financial transactions and control procedures. Processes expenditures, purchases, budget transfers and other actions. Develops and analyzes financial reports and maintains selected fiscal records.
• Prepares travel authorizations, employment paperwork, pay‑related documents, and/or other related items.
• Participates in processes related to transcripts, including but not limited to the downloading from source, opening, verifying and inputting into the Banner database.
• Assists with orientation, registration, and other college events as needed.
• Serves as a liaison to or represents the administrator in dealings with both internal and external customers and organizations.
• Maintains confidential files and records for assigned area of responsibility.
• Strictly adheres to Family Education Rights and Privacy Act (FERPA) standards.
• Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There may be other duties as assigned.

• Knowledge of:
  • Applicable Federal, State, and Local laws, rules, regulations, codes, and guidelines;
  • Office management practices and standard operating procedures;
  • Recordkeeping and filing practices and procedures;
  • Customer service principles;
  • Budgeting principles and practices.
• Ability to:
  • Present materials to groups and individuals;
  • Work with diverse academic, cultural and ethnic backgrounds of community college students, staff and other stakeholders;
  • Work independently;
  • Effectively communicate both in writing and verbally;
  • Handle sensitive and confidential matters and situations;
  • Understand and follow broad and complex…