Administrative Support

Job Description

Class Description

The purpose of this class is to provide professional level administrative support services to assigned department or program.

Minimum Requirements

High school diploma/GED and five years related office experience or Associates Degree and three years related office experience; knowledge and experience using Microsoft Office applications; must complete and pass Microsoft testing modules which includes Word and Excel and demonstrate the ability to type 30 wpm.

Compensation within the posted range is determined by a candidate's education level and/or years of experience in the field. Generally, employees are hired in the lower third of the scale.

Class Specific Essential Duties

1. Assist and provide information to students, faculty, administrators and the college community.
2. Assist with special projects.
3. Serve as liaison between department or program and other offices or organizations.
4. Research, analyze and process data into college systems.
5. Maintain records and files.
6. Answer, screen and direct telephone calls.
7. Compile reports, documents, forms and correspondence.
8. Create and track check requests, requisitions, work orders and other request forms.
9. Assist in planning meetings and/or special events.
10. Process and manage all relevant course, program and/or personnel paperwork.

Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There will be other duties as assigned.

Position Specific Essential Duties

1. Provide administrative and clerical support including composition and typing of memos, letters, creating and formatting forms, flyers and brochures.
2. Manage calendars for department personnel including scheduling, meeting preparation, and follow-up.
3. Responsible for event planning including sending invitations, scheduling, catering, submitting work requests to the plant operations department, completing/submitting appropriate requisition forms, contact media and providing assistance during events.
4. Assist and provide information to students, faculty, administrators, and college community. Direct individuals to the correct CCBC department or resource based on request.
5. Responsible for participating in meetings, including setting-up agenda items, taking meeting minutes, obtaining a sign-in sheet, publishing materials on SharePoint and follow-up as necessary.
6. Prepare and submit payroll data including timecards, absence reports, and employment contracts.
7. Maintain the monthly reports and collect staff evaluations, record, and process to the appropriate individual.
8. Responsible for maintaining supplies and inventory for department including ordering, requisition, and reconciling to P-card/bank statement.
9. Serve as liaison between human resources, payroll, and budget supervisor to facilitate the hiring process and other human resource functions such as time reporting, I-9, Family and Medical Leave Act (FMLA), and faculty contracts.
10. Maintain confidential files.
11. Order marketing materials and maintain the printing of office handouts.
12. Responsible for all office/department correspondence including email, phone, voicemail, fax, mail and in-person requests.
13. Assist in maintaining stock and management of student food pantries and student food lockers.
14. Organize travel arrangements on behalf of department and supervisor.
15. Complete and submit the appropriate forms to the correct area and ensure that the request was properly completed (e.g., check request, work orders, activities request form).
16. Assist in recruitment, hiring, and supervision of student work-study employees.

Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There will be other duties as assigned.