Administrative Assistant, Senior

Position Title

Administrative Assistant, Senior

Responsible for providing significant administrative support services to senior administrators and executive leadership, requiring in-depth knowledge of College operations and programs within the department. Serves as a lead support for other clerical staff, exercising strong initiative and discretion related to the essential functions of the position.

• Provide administrative support and perform a variety of duties including maintaining senior administrators’ calendars; scheduling appointments, meetings and travel; providing assistance to faculty and staff.
• Plan and establish systems and procedures to ensure efficient flow of materials and information in and out of the department.
• Draft, format and proofread correspondence; retrieve records, compile data to generate reports and prepare complex documents for supervisor approval and signature.
• Support organization of programs, events, meetings and conferences by securing venues, developing agendas, managing communications and invitations, maintaining budget control, and preparing related materials.
• Assist in budget preparation, purchasing and transaction reconciliation; process requisitions and use a purchasing card.
• Plan, research, initiate and carry out to completion recurring or special assignments.
• Take minutes of meetings, prepare confidential documents and follow up to ensure timely reply and action.
• Answer and screen telephone calls; take messages; open, organize and screen mail.
• Serve as an office lead to assigned personnel such as full- and part-time support staff, work‑study students, and interns on distribution of clerical work.
• Report to a Dean: coordinate input of class schedule into the student information system; create and distribute daily enrollment reports using the data warehouse; research and provide information on issues affecting students, staff and campus using established guidelines from the College.
• Perform other related duties as assigned.

High school diploma or general education degree (GED).

Three (3) years of experience related to the essential job functions.

Associate’s Degree.

Advanced administrative support and clerical work training.

• Strong interpersonal skills and ability to establish and maintain effective working relationships with employees and the public.
• Ability to operate within a confidential environment.
• Ability to analyze a variety of administrative problems and to make sound recommendations.
• Knowledge of the principles and practices of event coordination and/or training and development.
• Ability to communicate effectively both orally and in writing.
• Ability to think critically, work independently and problem solve.
• Skilled in Microsoft Office software:
  Word, Excel, PowerPoint, and Access.
• Ability to initiate problem solving and decision making as necessary and exercise good judgment in resolving customer service issues.

This job primarily operates in a professional office environment. The employee will routinely operate standard office equipment including computers, keyboards, mouse, phones, photocopiers, printers, scanners, filing cabinets and fax machines. The noise level is usually quiet to moderate. Typical physical competencies include remaining stationary, moving, reaching, positioning and occasionally lifting or moving objects weighing 5-15 pounds. The employee also frequently communicates, discerning and exchanging information, detecting and perceiving objects up close and at a distance, and adjusting focus.

Cognitive abilities include discretion, judgment, reasoning, memory, learning, maintaining confidentiality, comprehension, problem solving, and decision-making. Reasonable accommodations are available to individuals with disabilities.