Administrative Assistant III - Baltimore City Community College

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