Admin Assistant to the VP of Academic Affairs

Description/Job Summary

The division of Academic Affairs at Baltimore City Community College is seeking an experienced Administrative Assistant who can assist in delivering process improvements and provide office support to the Vice President of Academic Affairs. This important position also provides administrative support for tasks including presentation preparation, confidential and high-level communications and correspondences, and is the essential staff in the front office. The Administrative Assistant provides various liaison duties and other duties as assigned.

Responsibilities/Duties

• Enters purchase requests into the Financial Management Information System.
• Assists the Vice President in the preparation of departmental budgets.
• Assists to monitor associated operation budgets and expenditures.
• Takes minutes at academic affairs meetings, including Academic Leadership Team meetings and other occasional meetings as assigned.
• Provides confidential administrative support to the Vice President to include communications, digital file management and telephone communications.
• Provides administrative support for strategic responsibilities of the Vice President, including MSCHE accreditation activities.
• Maintains the Vice President’s calendar, schedule for meetings and appointments.
• Makes travel arrangements, greets visitors, and related duties.
• Tracks regular work attendance for the Vice President’s direct reports and others within the Division.
• Tracks and order office supplies and maintain supply storage areas.
• Implements office procedures as requested by the Vice President.
• Ensures accuracy of items requiring signature or approval of the Vice President by reviewing them for typographical errors, formatting, and internal consistency.
• Provides customer-oriented quality service to the students, faculty, staff, and guests of Baltimore City Community College displaying exceptional organization, professionalism, communications, and attention to detail.
• Other duties as assigned by the Vice President

Required Experience

• Demonstrated ability to maintain confidential materials.
• Experience working on multiple projects simultaneously with minimal supervision.
• Willingness to work in a fast-paced work environment and one dealing with many complex and sensitive issues.
• Excellent communication skills, both orally and in writing
• Strong experience with Microsoft Office, and specialized applications for word processing, spreadsheets, relational databases, graphics packages, and assembling, manipulating and/or formatting data and/or reports.

Required Qualifications

• Associate degree in business or related field or equivalent experience
• Minimum 5-years progressive experience in an office setting

Preferred Qualifications

• Bachelors' degree
• 1-year of experience providing administrative support to a higher education executive
• Community College Experience