Administrative Asst

Under the general supervision of the Director, the Administrative Assistant provides comprehensive administrative and operational coordination for the STEM Learning department. This position serves as a central point of coordination for departmental personnel, schedules, facilities, purchasing, fiscal processes, communications, records, and day-to-day office operations.

This position works closely with the Director, Tutor Coordinators, Student Success Managers, and other departmental staff. This position coordinates activities at learning centers, and with student support programs at four campus locations. The Administrative Assistant supports the effective operation of a department consisting of full-time professional staff and a large part-time staff, and supports this workforce by coordinating schedules, staffing processes, meetings, communications, documentation, purchasing, reporting, events, and other administrative activities.

The position also provides direct oversight and day-to-day coordination of part-time Center Assistants and helps ensure welcoming, consistent, and effective service to students, faculty, and staff.

• Coordinate day-to-day administrative operations for the department.
• Serve as the central administrative resource for departmental professional and part-time staff.
• Coordinate departmental calendars, schedules, meetings, communications, and deadlines.
• Monitor administrative workflows and follow up with staff to ensure completion of assigned processes.
• Identify operational issues and coordinate solutions or elevate issues as appropriate.
• Develop and maintain administrative procedures and documentation.
• Support consistent operations across multiple campus locations.

• Coordinate administrative processes for full-time and part-time employees.
• Supervise and coordinate approximately five part-time Center Assistants.
• Develop Center Assistants' schedules and ensure appropriate staffing coverage.
• Assist with onboarding, training coordination, time entry, personnel documentation, and other employee-related administrative processes.
• Communicate departmental expectations, procedures, and operational changes to Center Assistants.
• Address routine personnel and operational issues and elevate matters as needed to the appropriate supervisor.

• Provide administrative support to Tutor Coordinators, Student Success Managers, Director, and other department staff.
• Coordinate administrative needs associated with learning centers, student ambassador programs, internships, and other student initiatives.
• Assist with scheduling, communications, reporting, meetings, events, and documentation.
• Coordinate information across multiple programs and locations.
• Assist professional staff in tracking program activities, deadlines, staffing, and operational needs.

• Coordinate purchasing, invoices, payment requests, reimbursements, and related documentation.
• Monitor expenditures and prepare budget/expense reports.
• Maintain accurate departmental records and files.
• Assist managers and coordinators with fiscal processes.
• Ensure administrative and fiscal processes comply with college policies and procedures.

• Schedule and coordinate departmental meetings.
• Prepare agendas, materials, minutes, and follow-up documentation.
• Coordinate departmental events, professional development activities, student events, and outreach activities.
• Coordinate logistics, staffing, facilities, supplies, communications, and other resources required for events.

• Ability to independently coordinate and support the department with its day-to-day administrative and operational functions at multiple locations.
• Ability to exercise sound judgment, prioritize competing demands, resolve routine operational issues, and determine when matters should be referred to the Director or appropriate supervisor.
• Demonstrate initiative, dependability, flexibility, and willingness to take ownership of assigned responsibilities and follow tasks through completion.
• Ability to provide day-to-day guidance, directions, and support to assigned part-time staff and promote a professional, welcoming, and student-centered work environment.
• Ability to coordinate the administrative needs and activities of multiple professional staff, programs, and part-time employees.
• Ability to maintain effective working…