Administrative Assistant (School of Arts & Social Sciences)

Baltimore City Community College; Baltimore (MD); On-site; USD 34,000 - 48,000; Full time

Job summary

Baltimore City Community College seeks an Administrative Assistant to coordinate office services, schedule appointments, prepare communications, and manage records with discretion and professionalism. The role supports the School of Arts and Social Sciences and contributes to regular and ad-hoc reporting.

Applicants should have an Associate’s degree or equivalent and at least three years in an Administrative Assistant role, with strong Microsoft Office skills and excellent communication

Qualifications

• Associate's degree or equivalent required.
• Three years of experience in an Administrative Assistant role preferred.
• Proficiency with Microsoft Office Suite and data handling.

Responsibilities

• Provide administrative support to school leaders, including drafting emails, memos, meeting minutes, spreadsheets, forms, and faxes.
• Assist in day-to-day operations of the School of Arts and Social Sciences.
• Assist with development and preparation of reports and documents.
• Attend designated committee meetings and take minutes.
• Prepare correspondence and proofs, draft letters or memos.
• Coordinate travel arrangements and accommodations.
• Assist with events planning and execution.
• Maintain calendar, scheduling, and meeting rooms.

Skills

Verbal & written communication

Attention to detail

Organizational skills

Time management

Multitasking

Education

Associate's degree or equivalent

Tools

Microsoft Office Suite (Word, Excel, PowerPoint)

Job description

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 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 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.

• Provide administrative support to school 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 School of Arts and Social Sciences.
• 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, generate electronic documents, manipulate or format data and reports;
• Provides clerical support for Phi Theta Kappa (PTK) Honor Society program (as appropriate);
• Provides clerical support for the General Education Committee and other College committees which involve the academic dean or associate dean.
• 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 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 required
• Makes contact through phone calls, emails, and office visits to discuss and strategize room/event scheduling;
• Other related duties as assigned.

• Associate's degree or equivalent
• Three (3) years of experience in an Administrative Assistant role
• Experience with Microsoft Office Suite (Word, Excel, and PowerPoint)

Knowledge, Skills, and Abilities

• Excellent verbal and written communication
• Attention to detail
• Ability to handle confidential information
• Strong time-management skills
• Multitasking ability
• Organizational skills
• Dependability
• Professionalism