Senior Administrative Assistant
Work Site Location: Workforce Training Center
Work Schedule: This non-benefited position works approximately 19 hours per week; M/W/F 8:30 am- 2:30pm. Hours may be flexible as occasional evenings or weekends may be required.
Under general supervision, the individual in this position performs diverse administrative and support activities for a department or division. This position serves as a central point of contact with other departments and external constituencies in the resolution of a variety of day-to day matters. The Senior Administrative Assistant is distinguished from the Administrative Assistant by the more complex level of assigned work, specialized knowledge, discretion, skills and experience required.
This list includes, but is not limited to the following:
- Performs a variety of complex, diverse and confidential duties that involve exercising some independent judgment and discretion, multi-tasking with efficiency, and maintaining accuracy.
- Understands and applies office policies, procedures and practices associated with the specialized nature of the department or division.
- Responds effectively to inquiries from students, staff and/or the public regarding departmental procedures or services.
- Utilizes knowledge and understanding of underlying operational issues and established department/division policies and/or dictation to compose and edit technical and/or administrative correspondence, documentation, and complex reports using a personal computer.
- Oversees and/or performs specialized recordkeeping requiring compilation and classification of varied information, data collection and database management, and/or specified information-gathering projects and tasks associated with department or division internal and external reporting or compliance requirements.
- Reconciles accounts and information as required, ensures accuracy, and resolves problems.
- Coordinates, leads and monitors the work of part-time or work study employees as required.
- Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities, which may include coordinating travel and lodging arrangements.
- Manages administrative activities and maintains workflow of the department or division in the manager’s absence.
- Provides and/or oversees support activities for the department or division such as answering telephones, resolving and/or referring a range of administrative problems and inquiries to appropriate individuals, and following up on operational commitments.
- Composes, prepares, or ensures timely responses to a variety of routine written inquiries.
- Prepares, transcribes, composes, types, edits, and distributes agendas and/or minutes of meetings as required.
- Monitors, tracks, reconciles and reports on budgetary and other business affairs for a department as required.
- Requisitions supplies, printing, maintenance, and other services, prepares appropriate purchasing documents, and processes invoices as required.
- Adapts or modifies existing office processes to accommodate new procedures or methods.
- Trains others on office processes and procedures, equipment and software.
- May lead and direct the work activities of part-time or work-study office employees by planning, assigning, and directing work, and addressing and resolving problems.
- Sorts, screens, reviews, and distributes incoming and outgoing mail.
- Maintains a positive, helpful, constructive attitude and work relationship with supervisor, college staff, students, and the community.
Department Specific Duties
- Performs customized training class logistics including:
- Acts as liaison between program coordinator and instructors
- Sets up classroom and prepares class packets for instructors
- Conducts instructor onboarding
- Performs class close processes
- Tracks instructor course payments and expenses per training contracts
- Assist with room rental logistics
- Performs various accounting and tracking duties for the department
- Supports marketing functions, including social medias needed.
- Performs other duties as assigned.
- Provides support for classes, events and activities on or off site.
- Works occasional evenings, weekends
Education and Experience : Associate’s degree or Applied Associate’s degree or certification from a two-year college or professional/technical school or program and a minimum of three years full-time related experience and/or training; or equivalent combination of education and experience, i.e. a high school diploma and five year's full-time, or 10 year's part-time related experience.
Required License and/or Certifications :
Must possess a valid driver’s license.
Knowledge, Skills, and Abilities:
• Excellent customer service and interpersonal skills
• Strong written and verbal communication skills
• Strong organizational skills
• Proficient skills using Microsoft Office applications
• Accounting and database skills
• Ability to operate standard office equipment including phone, fax, copier
Employment is contingent upon successful completion of background check
All application materials must be upload and the application completed prior to the close date
Advertised: April 23, 2021 Pacific Daylight Time
Applications close: May 14, 2021 11:55 PM Pacific Daylight Time