Administrative Assistant

Halifax Community College; Weldon (NC); On-site; USD 21,000 - 34,000; Part time

Job summary

Halifax Community College is seeking a Part-time Administrative Assistant to provide comprehensive support to the Administrative Services Division, ensuring efficient daily operations, accurate records, and responsive customer service. The role supports multiple departments and handles confidential information with discretion.

Reporting to the Vice President of Administrative Services/CFO, the position performs established processes, assists HR and Business Office tasks, and coordinates

Qualifications

• Associate degree in business administration, office administration, accounting, HR, or related field.
• Two years of progressively responsible administrative experience; or equivalent education and experience.
• Bachelor’s degree in business, HR, accounting, finance, or related field preferred.
• Experience with enterprise systems (e.g., Ellucian Colleague) and HRIS systems (e.g., NEOGOV) is a plus.

Responsibilities

• Serve as front-facing administrative contact for the Division and provide professional customer service to employees, applicants, vendors, and the public.
• Prepare correspondence, reports, spreadsheets, and forms; organize, distribute, and track documents and requests.
• Maintain calendars; schedule meetings, events, and activities; coordinate meeting logistics.
• Maintain electronic and physical filing systems by policy; support special projects and departmental initiatives.

Skills

Organizational skills

Attention to detail

Multitasking

Written and verbal communication

Customer service

Confidentiality

Judgment and discretion

Teamwork

Education

Associate degree in business/office administration or related field

Two years of progressively responsible administrative experience

Equivalent education and experience

Tools

Microsoft Office Suite

Ellucian Colleague

NEOGOV

Job description

The part-time Administrative Assistant provides comprehensive administrative support to the Administrative Services Division, ensuring efficient daily operations, accurate records, and responsive customer service. The role supports multiple departments, manages routine processes, coordinates logistics, and serves as a central point of contact for employees, applicants, vendors, and campus partners. Because this position handles confidential personnel, financial, and institutional information, the incumbent must consistently demonstrate a professional presence and exercise discretion, accuracy, and sound judgment.

Reporting To: Vice President of Administrative Services/CFO

Essential Duties Administrative Support

Serve as the front-facing administrative contact for the Division. Provide professional customer service to employees, applicants, vendors, and the public. Monitor departmental email accounts and route inquiries appropriately. Prepare correspondence, reports, spreadsheets, and forms. Organize, distribute, and track documents and requests. Maintain calendars; schedule meetings, events, and activities. Coordinate meeting logistics (rooms, materials, technology). Maintain electronic and physical filing systems by policy. Support special projects and departmental initiatives. Facilitate timely information flow between all departments.

Human Resources Support

Assist with recruitment and onboarding, including pre-hire requirements and preparation of new-hire and termination documentation. Support HR events such as new-hire activities, training, Convocation, Open Enrollment, and Wellness programs.

Business Office Support

Perform authorized data entry, scanning, indexing, and document imaging. Assist with purchasing, supply requests, travel documentation, expense tracking, and payment requests. Collect, organize, and prepare routine spreadsheets, reports, and logs.

Decision-Making

The part-time Administrative Assistant performs established administrative processes but does not make independent HR, payroll, accounting, budget, or employment decisions. Issues involving employee relations, investigations, compensation, benefits, legal interpretation, hiring decisions, or financial approvals are referred to appropriate administrators.

Knowledge, Skills, and Abilities

Strong organizational and administrative skills. Excellent accuracy and attention to detail. Ability to manage multiple priorities and deadlines. Strong written and verbal communication skills. Professional customer service and interpersonal skills. Ability to maintain confidentiality and exercise sound judgment. Proficiency with Microsoft Office (Outlook, Word, Excel, Teams). Ability to learn systems such as Colleague and NEOGOV. Ability to maintain accurate records and work independently or in teams. Adaptability to shifting priorities and deadlines.

Minimum Qualifications

Associate degree in business administration, office administration, accounting, HR, or related field; and Two years of progressively responsible administrative experience; or Equivalent education and experience.

Preferred Qualifications

Bachelor’s degree in business, HR, accounting, finance, or related field. Experience in HR, Finance, Accounting, or Business Office operations. Experience in higher education or regulated environments. Experience with enterprise systems (e.g., Ellucian Colleague). Experience with applicant tracking or HRIS systems (e.g., NEOGOV). Experience handling confidential personnel or financial records.

Core Competencies

• Confidentiality & Professionalism
• Accuracy & Attention to Detail
• Communication
• Organization & Planning
• Technology Proficiency
• Collaboration & Teamwork ?
• Adaptability & Initiative
• Records Management
• Process Coordination
• Accountability