Administrative Services Administrative Assistant

Overview

The Administrative Services Administrative Assistant provides a wide range of administrative, clerical, and customer service support to within Administrative Services. This position serves as the primary point of contact for the College, responding to inquiries from students, employees, and the public while ensuring efficient daily operations. The role supports departmental goals through coordination of scheduling, facilities use, records management, and purchasing support.

Accuracy, discretion, professionalism, and strong organizational skills are essential for success in this position.

Job descriptions are intended to present a descriptive list of the range of duties performed by employees and are not intended to reflect all duties performed within the job.

• Reception and Communication: Operate the central switchboard to route calls; serve as the College receptionist by responding to inquiries and directing visitors to appropriate campus locations.
• Facility Coordination: Develop facility contracts for outside organizations; document contract terms, quote pricing, and resolve scheduling conflicts for all non-credit WNCC events and meetings.
• Fleet Management: Manage the scheduling of fleet vehicles and bus drivers; maintain driving protocol files for approved drivers and coordinate background checks with Human Resources.
• Logistics Support: Coordinate services from Facilities, security, and food services for scheduled events; maintain the College telephone directory and institutional signage.
• Administrative Operations: Oversee the document retention process and Records Retention Schedule in accordance with State Law; provide support for purchasing, annual insurance renewals, and Business Office functions.
• Office Maintenance: Manage gas cards, prepare annual copy paper orders, and troubleshoot or coordinate repairs for office equipment.
• Mail Services: Responsible for mail room duties, including the preparation of bulk mailings and providing backup for the receiving room as necessary.
• Perform other duties as assigned.

• Associate degree or equivalent combination of education and experience required.
• College-level coursework in business administration, office administration, computer science, or a related field preferred.

• Four years of progressively responsible administrative, office, or clerical experience preferred.
• Experience providing customer service and interacting positively with individuals from a variety of backgrounds.
• Experience coordinating schedules, managing records, and supporting administrative or business operations preferred.
• Experience working in a higher education or public-sector environment preferred.
• Demonstrated ability to maintain confidentiality and follow institutional policies and procedures.

• Possession of, or the ability to obtain, an appropriate, valid driver’s license and an acceptable driving record that does not exclude the driver from coverage under WNCC’s vehicle insurance required.

• Work is primarily performed in an office environment.
• Ability to alternate between sitting and standing as needed.
• Frequent keyboarding, use of standard office equipment, and visual focus on computer screens.
• Occasional lifting of materials up to approximately 25 pounds.
• Frequent speaking, hearing, and interpersonal interaction to exchange information with students, employees, and the public.