Senior Administrative Associate

Senior Administrative Associate

Position Summary: This position will provide directed administrative support to the various divisions within academic affairs and workforce and may at times be assigned to one division for a specified period of time to offer coverage and support as needed.

Perform job duties from the assigned campus or work location. Perform duties including answering phones, responding to phone/in person/email inquiries, screening calls, and handling related issues. Provide general office management and clerical assistance with copying, printing documents, filing, maintaining records, making phone calls, and processing incoming/outgoing mail, Fed Ex and UPS. Utilize various computer applications including but not limited to, Outlook Email and Calendar, Excel, PowerPoint, Word, BANNER, and Sci Quest.

Initiate and process office purchases, requisitions, monthly purchase reconciling, and payment services.

Maintain the academic sections of the college catalog in Acalog. Provide coverage and support for various divisions within Academic Affairs and Workforce Development. Maintain policy and procedure manuals for Academic Affairs, such as faculty handbook and day to day procedures. Assess inquiries directed to the Division and determines the proper course of action, and delegates to the appropriate individual to manage the response.

Prepare routine correspondence, reports, contracts, forms, and other documents. Greet and assist visitors and callers by providing information and/or directing them to the appropriate person. Serve as a receptionist for the office area. Assist with assembling information for various reports and projects.

Keep appointment schedule, arranging meetings and interviews as necessary. Make arrangements and prepares for travel, conferences, appointments, special events or other business activities. Analyze and interpret directives, policies, procedures, guidelines, etc. Determine type of data, forms, records, or methods needed and collects and/or compiles data. Compose routine and non-routine correspondence independently. Develop and maintain personnel, financial, statistical and other records. Maintain and order office supplies and other materials as needed.

Coordinate workflow among offices or departments. May supervise student workers and/or temporary employees. Performs other duties as assigned.

• High school diploma or equivalent.
• Two (2) years’ experience in administrative support.
• Proven ability to effectively organize, prioritize and perform multiple job functions, balance conflicting priorities, meet deadlines with short turn-around times and manage changing situations.
• Proficiency with word processing, spreadsheets, and presentation software.

• Associate’s degree from an accredited institution.
• Certified Administrative Professional Certification (CAP).
• Experience with Acalog.
• Experienced in preparing documents, reports and presentations.
• Experience with Sci Quest and Banner.

Detail oriented with the ability to multitask and work with competing deadlines. Discretion, judgment, and ability to handle confidential matters. Must be able to work independently, take initiative and make substantive decisions quickly. Excellent oral and written communication skills are required; i.e., the ability to communicate effectively orally and through written correspondence as well as in communicating with individuals in one-on-one situations.

Exceptional listening skills, interpersonal skills, diplomacy and the ability to effectively interact and build trusted relationships with various internal and external constituencies.