Human Services Division Administrative Assistant

Department

Academic Affairs, Human Services Division

Classified, Regular Full-Time

22 Pay Periods

Non-Exempt

• Human Services Division Chair
• Vice President of Academic Affairs
• President

None

The Human Services Division Administrative Assistant works under the direction of the Human Services Division Chair and provides comprehensive administrative, clerical, organizational, and student support for the overall operations of the Human Services Division.

The position serves as a primary administrative point of contact for the division and provides support to the Division Chair, faculty, staff, students, and division programs. The Administrative Assistant is responsible for assisting with the effective day-to-day operation of the division, including office coordination, records management, correspondence, purchasing, travel coordination, budget documentation, student assistance, meetings, events, and other administrative functions.

The incumbent must be able to work independently, maintain regular and dependable office coverage, manage multiple priorities and deadlines, exercise appropriate judgment, and maintain confidentiality while supporting the academic and operational needs of the Human Services Division in accordance with Blackfeet Community College policies and procedures.

• Provides comprehensive administrative, clerical, and technical support for the overall functions and operations of the Human Services Division.
• Serves as a primary administrative point of contact for students, faculty, staff, visitors, and other individuals conducting business with the Human Services Division.
• Provides regular and dependable office coverage and assists in maintaining continuity of division operations when faculty or the Division Chair are attending classes, meetings, trainings, conferences, or other College-related activities.
• Receives and directs incoming telephone calls, correspondence, visitors, students, faculty, and staff to the appropriate individual, department, or College resource.
• Provides routine and factual information regarding division programs, services, procedures, schedules, and available resources.
• Assists students with general questions and division processes and directs students to the appropriate faculty member, advisor, program, or College department when additional assistance is required.
• Serves as a liaison between the Human Services Division and students, faculty, staff, administration, College departments, community organizations, and other appropriate entities.
• Maintains organized and accurate electronic and physical filing and records-management systems for the division.
• Maintains confidential student, faculty, staff, program, and division records in accordance with FERPA, College policies, and applicable legal requirements.
• Assists the Division Chair and faculty with the preparation, organization, and submission of reports, correspondence, forms, documentation, and other required materials.
• Assists with monitoring administrative deadlines and ensures required documents and information are routed to the appropriate individuals or departments in a timely manner.
• Coordinates calendars, appointments, meetings, division activities, and other scheduling needs as assigned.
• Assists with scheduling division meetings, prepares meeting materials, and may record and distribute meeting minutes or notes as requested.
• Assists with the coordination of travel for division faculty, staff, and students
  , including preparation and processing of travel authorizations, reservations, supporting documentation, and other required travel-related paperwork.
• Assists with preparing and processing purchase requests, supply orders, consultations, contracts, invoices, and other administrative and purchasing documentation in accordance with College procedures.
• Orders, receives, organizes, and maintains division office and instructional supplies and assists with inventory and tracking of division materials and equipment.
• Assists the Division Chair with budget tracking and fiscal recordkeeping
  , including organizing expenditure documentation, maintaining supporting records, and assisting with reconciliation and monitoring of division budgets.
• Coordinates with appropriate College departments, including Business Office, Human Resources, Registrar, Student Services, and other offices, to facilitate division administrative processes.
• Assists with student records, program documentation, retention-related information, graduation preparation, and other student-support activities within the scope of the position.
• Assists with division registration, orientation, recruitment, advising activities, graduation-related activities, and other student events as assigned.
• Assists with coordinating division events, workshops, meetings, trainings, student activities, community outreach, and other program-related activities.
• Assists with preparing…