Administrative Assistant - Business

Position: Administrative Assistant I - Business - FT
Under the direct supervision of the Administrative Assistant II and the general supervision of the Division Dean and Associate Dean, this position provides administrative and clerical support to the Division Dean, Associate Dean, and faculty. This position may be assigned to collaborate with staff from the other division or assigned to work at a different work site to support the needs of the College.

Duties for this full-time, regular position include operating a computer using Microsoft Office, Colleague, Revel point-of-sale system, database software, calculator, copy/fax machine, telephone; preparing reports, correspondence, and purchase orders; filing; maintaining division records; processing and distributing mail; greeting and serving the needs of visitors, staff, and students; and maintaining office workflow.

Essential Functions

Perform Reception Duties

* Professionally greet and direct and assist students, staff, and visitors, operate telephone equipment, and direct incoming phone calls to the appropriate person.

* Supply general information to callers, distribute messages, and serve as a campus PBX relief operator.

Prepare and Maintain Division Records

* Prepare, process, and record purchase requests, expense vouchers, submit maintenance work orders, leave requests, personnel forms, new student information, statistical records, inventory lists, budgetary forms, general files, computer problem reports, equipment repair records, adjunct faculty payment agreements, and those records unique to the Division.

Operate basic office equipment and software

* Operate personal computer, telephone equipment with voicemail, copy/fax machine, printer, shredder, and a calculator.

* Maintain Office Supplies and Equipment

* Inventory, order, receive, and distribute office supplies as needed. Request service on office and instructional equipment as needed.

Provide support

* Provide support for both full-time staff and faculty and adjunct faculty. Maintain teamwork between colleagues in order to ensure continuous and efficient flow of work within the College.

* Maintain organization, expediency, quality control, and workflow for assigned duties. Demonstrate resourcefulness and creativity in performing assigned duties.

* Deliver and pickup copies from the copy center.

* Pickup/drop-off documents at other offices on campus.

* Process and distribute mail as assigned

* Prepare and deliver division mail to the central mailroom and return incoming mail to the division; sort and distribute it as needed.

Communicate with Division and College Personnel

* Prepare, copy, file, and distribute materials in a printed form; namely, letters, memos, syllabi, curriculum materials, minutes, proposals, exams, evaluations, reports, etc.

* Communicate with supervisor in a timely, factual, clear, concise, and meaningful manner. Confidentiality is required.

Participate in Division and College Meetings and Committees

* Attend scheduled Division/College staff meetings and serve on committees.

* Assist in the orientation and training of assigned part-time office staff.

Promote a Culture of Belonging

Support and promote an environment of belonging where all students, faculty members, and college employees feel welcomed, valued, and empowered to contribute. Foster a community where each individual and their varied perspectives enrich the educational experience and create a safe and respectful environment. Support the College's policies and programming related to access, fair employment, and equal opportunities for all.

Minimum Qualifications

* High school graduate or GED.

* Two (2) years of administrative assistant/clerical experience or one (1) year of office experience plus one (1) year of related training.

Zone 5