Office Assistant

Title:

Office Assistant

Department:
Instructional Path & Part
-Sec

Campus

Location:

Arnold/Main Campus

Salary Range: $22.66-$28.32/hr

Work Mode:
This position requires a full-time in-person presence on campus or at alternative locations.

Hours Per Week: 40

Work Schedule:

Position Type:
Full-Time Staff, Non-Exempt

Position Summary

The Office Assistant, within the Office of Transfer and Articulation, is responsible for providing administrative/clerical support to the Director of Transfer, Articulation and Career Alignment and the Director of Early College Programs within the Office of Instructional Partnerships. The Office Assistant supports both Directors' initiatives, including transfer/articulation agreements, AACC University Consortium, the Program Pathways initiatives, Early College Programs and Pathways, budget management assistance, and related educational and business partnerships.

This role also serves as the first point of contact for all office visitors to Ludlum's 2nd floor. Due to the nature of the office, its daily operations, and the importance of an on-site presence, this front desk position requires a full-time on-campus presence.

Job Duties and Responsibilities

Provide administrative, clerical, and technical support that includes drafting, preparing, and editing correspondence and other documentation, as well as data collection and entry using Microsoft Office software, including PowerPoint, Word, Excel, Access, Google Suite, and various Adobe products. Develop, maintain, oversee, and evaluate work processes and procedures to ensure professionalism in all aspects of the office operation.

Provide direct support to the operations of the AACC University Consortium, including communication with partner institutions, collecting and developing spreadsheets reflecting enrollment and FTE, coordinating all room scheduling and special class sessions, tracking student interest using survey and email tools, developing, coordinating, and facilitating outreach and marketing activities and preparing invoices for facility billing.

Provide direct support to the AACPS partnership, including Early College Programs, signature aligned pathways, on-location courses, the proficiency credit initiative, and other related programs aligned with Blueprint. The focus will be on communication of information between secondary schools and AACC, ensuring support for and collection of paperwork, assessments and grading, collecting data on enrollments and updating tracking databases, organizing professional development, developing pathway promotion and informational material, facilitating outreach, and preparing invoices for billing.

Assist the Directors in developing new agreements between secondary and post-secondary institutions. Coordinate upkeep and renewal process of agreements between AACC and other institutions. Upload, enter, and maintain agreements in the agreement database.

Manage website content online, updating as necessary including Transfer Partners (transfer agreements), University Consortium, Early College Programs and Pathways, and other related partnership agreements. Create PDFs, event pages, and links to agreements, colleges/universities, and various documents/websites as needed.

Facilitate and manage functions related to events, meetings, and programs including facility use, catering, event marketing, material production, event management, payment, and follow-up for Directors.

Support budget management for the Directors' accounts, including locating sources of goods, recommending vendors, preparing and processing requisitions, assigning proper account information, and preparing and tracking billing invoices for the Directors for both departmental and grant budgets. Support the development and maintenance of budget account records, monitor accounts, and report account balances to the Directors. Assist the Directors with the preparation of budgets as requested.

Coordinate process of expense reports, billing, and payments.

Maintain the Directors' calendars, schedule meetings, reserve meeting space, secure technical requirements, and provide administrative support for all meetings. This includes other duties as assigned by the Directors. Serve as the first point of contact for all inquiries, functioning as an internal and external liaison for the purpose of researching and providing required program information, responding to questions related to articulation, schedules, functions, and resources, or directing inquiries to the appropriate point of contact.

Required Qualifications:

High School Diploma/GED

Minimum of 2 years of relevant experience

Demonstrated experience using Microsoft Office, including Excel, PowerPoint, and Outlook (email and scheduling/calendar) in a support role at an advanced level of proficiency.

Excellent oral, written, and interpersonal communication skills, including composition, editing, grammar, punctuation, and proofreading skills.

Ability to work independently in a fast-paced environment with attention to…