Administrative Assistant IV

Class Summary

Provides a variety of administrative support duties in relation to the Business Department

• Performs specialized administrative support work related to planning, organizing, and coordinating program activities, including but not limited to receiving visitors and managing phone calls
• Enters, edits, and retrieves data and prepares periodic or special reports using Word, Excel, and Power Point
• Serves as liaison between students, staff, the community and the College in relation to the department and its activities
• Arrange meetings by notifying attendees, reserving rooms and making lodging and/or meal arrangements
• Performs such office support activities as opening and distributing mail, processing outgoing mail, and preparing requisitions
• Perform specialized administrative support for the department chair, including processing purchase orders, budget preparations, maintenance work orders, maintaining office supply inventory and equipment
• Assisting the office by providing daily administrative support
• Assisting with program outreach activities
• Assisting with course management, enrollment reports, course rosters, etc. using Datatel Colleague
• Preparation of instructor contracts, PAF’s, Faculty Credential Forms/Statement of Qualifications, and timesheets for Department
• Communicating with students regarding schedules, registrations, and progress in class
• Maintains confidentiality and security of information regarding contracts, time sheets, Personnel Action Forms, personnel files, student information and communication
• Performs other duties of a similar nature or level

Minimum of forty-five (45) college credit hours. Twenty-three (23) of the required forty-five (45) credit hours may be substituted with one and one-half (1‑1/2) years directly related work experience. If work experience is used as a substitute for minimal educational requirement, then, it cannot also be used to qualify for minimum work experience. Minimum work experience required for the position is stated within each job description.

Three (3) years’ experience in providing administrative support to multiple programs.

Four (4) years experience in providing administrative support to multiple programs/projects.

• Proficiency in use of MS Outlook, Word, Excel, Power Point
• Complex or technical office practices and procedures, including ability to type, attention to detail with strong sense of urgency and time management
• Applicable regulations, policies, and statutes
• Making accurate arithmetic calculations
• Operating standard office equipment; reading; and explaining rules, policies, and procedures
• Compiling and summarizing information and preparing periodic or special reports
• Organizing own work, setting priorities and meeting critical deadlines
• Strong communication, interpersonal skills as applied to interaction with coworkers, supervisors, the general public, sufficient to exchange or convey information and to receive work direction

Positions in this class typically require stooping, crouching, reaching, standing, walking, fingering, talking, hearing, seeing and repetitive motions. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met. Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

College of the Mainland is an affirmative action/equal opportunity institution and does not discriminate on the basis of race, color, sex, age, national origin, religion, disability or veteran status.

College of the Mainland does not discriminate on the basis of disability in the recruitment and admission of students, the recruitment and employment of faculty and staff, and the operation of its programs and activities, as specified by federal laws and regulations within Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 and 1992.