Administrative Assistant, Auxiliary Services

DEFINITION

To perform a variety of technical and administrative duties and exceptional customer service. Perform administrative tasks such as processing and reviewing records, preparing documents and reports, and acting as a liaison with internal/external stakeholders to assist with coordinating services. Serve as the primary front desk representative by welcoming and assisting students, guests, and visitors, and managing incoming phone calls to ensure effective communication within the departments.

Receive general supervision from the Executive Director of Safety and Auxiliary Services.

• Provide excellent customer service to students, community members, employers, team members, and other areas of the college.
• Manage multiple calendars.
• Meet all deadlines internally and externally.
• Compose and prepare a variety of confidential documents including general correspondence, reports and memos; communicate and coordinate information to appropriate agencies/departments.
• Verify and review required documents, agreements and contracts for completeness and conformance with established regulations and procedures.
• Respond to requests and inquiries from students, faculty, staff and agencies.
• Maintain regular and confidential departmental files, records and other data; gather and compile the required information as necessary; sort and file documents and records according to standard policies and procedures; input various information into computer; download, print, sort and file materials as appropriate.
• Prepare all departmental reports to be sent to the appropriate state agencies and community college staff in a timely manner to comply with internal guidelines.
• Reconcile P Cards daily, verifying that all are completed by the deadline set monthly by the Purchasing department.
• Maintain timekeeping for any PT or Temporary workers.
• Place work orders for Custodial, IT and Maintenance tickets for all approved events.
• Answer and direct incoming phone calls promptly and courteously, ensuring effective communication.

• Assist staff as needed.
• Knowledge of CFCC College policies and procedures.
• Maintain, order and inventory office supplies, custodial supplies, and equipment.
• May participate on various college committees and other activities.
• Perform related duties and responsibilities as required.

• Principles and procedures of record keeping.
• Basic principles of business letter writing and report preparation.
• Principles and practices of financial recordkeeping and reporting.
• English usage, spelling, grammar and punctuation.
• Modern office procedures, methods and computer equipment.
• Advanced word processing methods, techniques and programs such as MS Office and the Google Suite.
• Advanced spreadsheet and database knowledge.
• Principles of mathematics.

• Interpret and apply policies and procedures.
• Work independently.
• Compile and maintain confidential records.
• Operate a personal computer and other office equipment.
• Type and word process at a speed necessary for successful job performance.
• Respond to inquiries and requests for information.
• Maintain effective audio‑visual discrimination and perception needed for:
• Making observations
• Reading and writing
• Communicating with others
• Operating assigned equipment
• Handling varied tasks simultaneously
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following:
• Standing or sitting for extended periods of time
• Operating assigned equipment
• Handling varied tasks simultaneously
• Bending, stooping, climbing, or lifting up to 50 pounds
• Maintain mental capacity which allows the capability of:
• Making sound decisions
• Responding to questions
• Demonstrating intellectual capabilities

• Associate’s degree
• One to two years of administrative experience
• Windows and Microsoft Office experience
• Google‑Suite experience

• An Associate’s degree in Business or a related field.

This position works Monday‑Friday, 8:00 a.m. – 5:00 p.m.; this position is not remote.

Applicants must submit unofficial transcripts and/or training certifications as part of their application.

Official transcripts must be submitted for all degrees prior to the first day of work.

Applicants with degrees earned outside the U.S. must have them evaluated by an accredited credential evaluation service at their expense.