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Administrative Assistant III

Employer
Baltimore City Community College
Location
Baltimore, Maryland, United States
Salary
Salary Not Specified
Date posted
Jun 13, 2024
Description/Job Summary
The Administrative Assistant III coordinates office services such as purchasing, records control, and other administrative activities; interprets operating policies; and exercises independent judgment in resolution of administrative issues . The position supports the development of regular and ad-hoc reports and may perform duties of a sensitive and confidential nature. The position also provides direct administrative support including scheduling appointments, correspondence, data compilation and filing. The Administrative Assistant III is also responsible to provide 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.

Responsibilities/Duties
  • Provide administrative support to senior academic leaders, including drafting email correspondence and generation and distribution of memos, letters, meeting minutes, spreadsheets, forms, and faxes
  • Assist in the day-to-day operations of the office of Academic Affairs.
  • Assists with development and preparation of reports and documents.
  • Attends designated committee/management meetings and takes minutes.
  • Performs clerical support functions such as preparing correspondence through dictation, composing written material, including letters or memos, and proofreads documents.
  • Assists with making routine travel and accommodation arrangements;
  • Assists with special events planning and execution;
  • Assists with maintaining calendar, scheduling appointments and meeting rooms;
  • Maintain filing system, contact database, employee list, including updating, retention, and disposal.
  • Locates and compiles information and formats reports, graphs, tables, records and other sources of information. Assembles and categorizes facts and figures for written computation and calculations.
  • Completes various request forms for ordering, tracking and receiving office supplies and services for office supplies and equipment as directed;
  • Coordinates and implements office services such as purchasing, records control, projects and budget accounting operations;
  • Interprets and communicates operating policies and procedures;
  • Coordinates collection and preparation of financial and operations reports;
  • Proficient in various software applications involving spreadsheets, databases, statistical packages, and graphics packages to assemble, manipulate or format data and reports;
  • Provides clerical support for Phi Theta Kappa (PTK) Honor Society program (as appropriate);
  • Provides clerical support for the Catalog, General Education Committee, and other College committees which involve the academic Assistant Vice Presidents.
  • Become efficient with Banner, Canvas, and ARTSYS (or related software);
  • Manages and controls student visits;
  • Tracks and follow-up with students who have visited the office;
  • Answers and screens incoming calls, relays messages, and greet visitors;
  • Assists with maintaining calendar, scheduling appointments and meeting rooms;
  • Completes various request forms for office supplies and equipment as directed;
  • Assists and/or participates in the preparation of the budgets
  • Interprets and communicates operating procedures and flowcharts;
  • Provides general assistance and information to students, faculty, and staff as require
  • Room Scheduling
  • Makes contact through phone calls, emails, and office visits to discuss and strategize room/event scheduling;
  • Other related duties as assigned.
Required Qualifications
  1. Associate degree or equivalent
  2. Three years of experience in an Administrative Assistant role
  3. Strong time-management skills and multitasking ability
  4. Experience with Microsoft Office ( Word, Excel, and PowerPoint)
  5. Excellent verbal and written communication
  6. Attention to detail
  7. Ability to handle confidential information
  8. Organizational skills
  9. Dependability
  10. Professionalism

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