Administrative Assistant to Associate Vice President Student and Financial Support Services

Overview

At Frederick Community College we proudly serve the educational needs of our students, help develop the economic vitality of our local communities, and enrich the lives of Frederick County residents. Each year, more than 16,000 students take a diverse scope of courses at Frederick Community College, located in Frederick, Maryland. Our vast range of courses includes quality instruction in more than 85 degree and certificate programs as well as workforce training and continuing education to meet the needs and interests of our community members.

FCC proudly embraces and showcases academics, arts, athletics and more to provide pathways to success for all students. Each year we provide direct service to thousands of residents and indirect services to countless more. We credit our ability to deliver these services to the strength and commitment of our people. We invite you to explore all that we have to offer!

Relocation Provided?: No

The Administrative Assistant to the Associate Vice President for Student and Financial Support Services ( AVPSFSS ) provides high-level administrative support, ensuring the smooth and efficient operation of the office. The role involves significant responsibility in maintaining the integrity and security of sensitive information and supporting the AVP in executing critical initiatives related to student support services. The Administrative Assistant takes the initiative to drive projects to completion and serves as a liaison between the AVP and internal and external constituencies at all levels of the College and other organizations.

This position works closely with the AVPSFS on strategic initiatives and requires the highest degrees of confidentiality, integrity, and trust. This position may use varying styles and approaches that reflect an understanding and acceptance of the role of culture in a diverse, multicultural workplace.

These are intended only as examples of the various types of job duties to be performed. The omission of the specific duties does not exclude them from the position of the work is a similar, related, or logical assignment to the position.

The following are the functions essential to performing this job:

Primary Administrative Tasks:

• Serve as a confidential assistant to the Associate Vice President for Student and Financial Support Services (AVPSFSS).
• Coordinate and manage the calendar for the AVPSFSS including scheduled meetings, events, conferences, and one-on-ones with direct reports and other activities with particular attention to preparation, logistics, and briefings.
• Make travel arrangements (flights, hotel, conference registrations), and prepare travel itineraries and expense reports.
• Attend meetings, draft presentations, record and disseminate minutes, and prepare correspondence and other materials supporting initiatives.

Tracking and Monitoring:

• Monitor budgets, including tracking and maintaining expenditures, reconciling accounts, providing reports, preparing purchase orders, vouchers, and budget transfers.
• Develop and maintain systems to support the AVPSFSS office and automation of processes using electric forms and software packages. Maintain appropriate information, document storage, and retrieval systems.

Communication and Outreach:

• Act as a primary point of contact for the AVPSFSS office, handling inquiries with professionalism, understanding the significance of confidentiality, and providing appropriate support.
• Monitor correspondence from community members, both internal and external, regarding questions and clarifications.

Project Management and Policy Coordination:

• Assist in managing and supporting special projects, including conducting research, gathering data, performing comprehensive analyses, and managing databases to ensure accurate and efficient project execution.
• Track milestones and deadlines for projects related to compliance and student support, ensuring that all tasks are completed on time and in alignment with institutional goals. Support the review and revision of policies and procedures assigned to the AVPSFSS, ensuring they are up-to-date and aligned with…