Administrative Associate – Part Time

Carroll Community College; Maryland; On-site; USD 20,000 - 28,000; Part time

Job summary

Carroll Community College in Maryland seeks a part-time Administrative Support Clerk to assist Academic Affairs with data entry, filing, and customer service for students, faculty, and staff. The role reports to the Division Chair and works on a College hourly rates scale.

The position requires strong organizational skills, proficiency with Excel/Word, and the ability to manage confidential records and multiple tasks while maintaining a professional demeanor on campus.

Qualifications

• HS Diploma or equivalent.
• Experience with Microsoft Excel and Word in a Windows environment.
• Excellent organizational skills and the ability to multi-task to balance priorities.
• Proficiency with office equipment including copy machines and multi-line phones.
• Attention to detail with data entry and filing systems.
• Excellent written and oral communication skills.

Responsibilities

• Collect, organize, file, and track confidential documents and records while safeguarding sensitive information.
• Enter and update confidential information in multiple systems and create student records.
• Provide customer service to students, faculty, staff, and visitors by phone, email, and in person.
• Prepare, copy, fax, and distribute correspondence and materials; submit IT tickets for website updates.
• Support purchasing and management of office supplies and inventory; coordinate equipment maintenance.
• Assist with adjunct faculty onboarding.
• Coordinate testing materials between faculty and the Testing Center.
• Assist with planning, meetings, events, and division initiatives.
• Perform other duties to support division operations.

Skills

Customer service

Data entry

Organization

Communication

Education

HS Diploma or equivalent

Associate Degree

Tools

Microsoft Excel

Microsoft Word

Job description

Jennifer Greenwood - [e-mail]

This part-time position will be placed on the College hourly rates scale, Grade 5 with a minimum starting hourly rate of $17.53.

Description

Department: Academic Affairs

Pay Grade: 5 (minimum starting hourly rate of $17.53)

FLSA Status:Non-Exempt

JOB SUMMARY

This position provides administrative support for a variety of services within Academic Affairs including data entry, filing and customer service for students, faculty, and staff. This position reports to the assigned Division Chair.

ESSENTIAL JOB FUNCTIONS

• Collect, organize, file, and coordinate completion of confidential documents and records while safeguarding sensitive information; request, collect, and track supporting information as needed.


• Enter and update confidential student, faculty, and operational information in multiple systems. Create student records, confirm student eligibility requirements and permissions needed to support registration.


• Provide customer service to students, faculty, staff, and visitors by responding to telephone, email, and in-person inquiries; explain established policies and procedures; provide direction; route matters to appropriate personnel; and monitor office traffic and shared email inboxes.


• Provide general office support by preparing, copying, faxing, and distributing correspondence, documents, mail, and materials; creating spreadsheets, mail merges, and flyers; and submitting IT tickets for website updates.


• Support the purchase and management of office and instructional supply inventories, order supplies, coordinate routine equipment maintenance, and maintain related administrative records.


• Support adjunct faculty onboarding.


• Coordinate testing materials between faculty and the Testing Center.


• Gather information and assist with planning, organizing, and supporting projects, meetings, events, and other division initiatives.


• Perform other duties as assigned to support efficient, timely, and organized division operations.

Job Requirements

MINIMUM REQUIREMENTS TO PERFORM WORK

• HS Diploma or equivalent


• Experience with Microsoft Excel and Word and other office software applications in a Windows environment.


• Excellent organizational skills and the ability to multi-task to successfully balance multiple competing priorities a must.


• Ability to work with and learn new technology.


• Proficiency with office equipment including copy machines, multi-line phone systems.


• Attention to detail with data entry and filing systems.


• Excellent customer service skills, friendly demeanor, and understanding and acceptance of people from various backgrounds.


• Excellent written and oral communication skills.


• Must be positive, cooperative, and supportive.

Preferred

• Associate Degree

PHYSICAL DEMANDS

The work is normally light work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Additionally, the following physical abilities are required:

• Hear/talk/communicate – Must be able to exchange information and communicate


• Visual acuity – Ability to perceive or detect surroundings


• Mental acuity – Ability to focus, concentrate, understand, and convey subject matter


• Repetitive motion (i.e., keyboarding)


• Stand/sit/walk – Ability to move or traverse from one area to another

WORK ENVIRONMENT

College campus. Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as office, meeting, and training rooms; use of safe workplace practices with office equipment; computers for data entry and word processing with some highly technical applications and new technology systems; avoidance of trips and falls; observance of fire and building safety regulations.

• successfully complete a criminal background check (for designated positions)


• be able to work on campus as of the first day of employment


• Residency restrictions apply: The college does not hire solely online instructors living outside of Maryland. Carroll employees may live in other states, but they must physically work in Maryland the majority of the time. For income tax obligations, employees must be a resident of DC, VA, WV, MD, or PA on the date employment commences. In addition, candidates must be willing to come to campus for identity verification within 3 business days of hire date.


• be currently authorized to work in the US, as the College does not offer Visa sponsorships


• complete an employment application upon request, prior to progressing through the initial interview process

Carroll Community College is committed to fostering a welcoming environment for all. We are proud to be an equal opportunity employer.