Administrative Assistant - Baltimore City Community College

Description/Job Summary

The Administrative Assistant coordinates office services such as purchasing, records control, and other administrative activities; interprets operating policies; and exercises independent judgment in resolution of administrative problems. 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 secretarial support such as appointments, correspondence, data compilation and filing. The Administrative Assistant 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

• Uses established systems (i.e. software) to organize and efficiently keep track of information, data, time, and resources;
• Provides quality service, information and assistance to employees, students and visitors;
• Manages reception area, print/copy/fax stations and conference rooms;
• Performs varied office support duties including typing, faxing, photocopying, filing and mailing;
• Maintains office equipment, common areas and office supplies;
• Prepares outgoing mail and distributes incoming mail;
• Establishes and maintains effective working relationships with other employees, students, visitors and all members of the general public;
• Listens actively and responds to inquiries or concerns in order to  comprehend and assess needs, provide assistance, resolve problems and satisfy expectations;
• Composes letters and memoranda for signature;
• Ensures accuracy of written communications by reviewing for typographical errors, formatting and internal consistency;
• Greets visitors, answers phones and responds to inquiries or directs callers and guests to appropriate staff;
• Assumes ownership of service issues and works within scope of authority and appropriate guidelines and resources to meet needs and resolve problems;
• Personally follows through to ensure that all problems, questions, or complaints are resolved;
• Addresses disgruntled customers' problems with courtesy, tact and professionalism;
• Seeks out customer input to better understand their needs and develops ideas for how to meet those needs;
• Maintains and continuously develops a working knowledge of the services, operations and/or functions of the department/ work unit in order to provide accurate information and assistance to the customer;
• Promptly responds to requests and inquiries with accuracy and courtesy;
• Suggests changes to enhance service and assists in the implementation of improvements;
• Engages in ongoing professional development to remain abreast of quality service best practices, trends, methods and principles;
• Considers the impact on external or internal parties when taking action or carrying out one's own job responsibilities;
• Develops and/or implements service and process improvements;
• Works to develop and maintain positive working relationships with co-workers, customers and students;
• Ensures quality, accuracy, and completeness of work activities and products;
• Plans activities in advance to insure that all assignments are completed in a timely and quality manner;
• Checks, and rechecks work for mistakes before distribution;
• Follows established procedures to ensure consistency, accuracy and completeness of work products and activities;
• Compares finished work to established expectations and standards;
• Performs routine or repetitious tasks with care and attention;
• Reviews work carefully for completeness and accuracy;
• Other related duties as assigned.

Required Qualifications

Minimum Qualifications: 

• High School diploma 
• Five years clerical/ administrative experience in complex office environment
• Five years experience preparing reports, writing memos, and formulating spreadsheets using Microsoft Office.