Lead Administrative Assistant - Technologies

Calhoun Community College; Decatur (AL); On-site; USD 47,000 - 65,000; Full time

Job summary

Calhoun Community College is seeking a Lead Administrative Assistant to support the Division and the Dean. Responsibilities include secretarial duties, office management, budget maintenance, and ensuring compliance with Division and College policies.

The role requires coordinating with the Dean and Division staff, managing records, and providing administrative assistance across programs. The position offers placement on ACCS Salary Schedule E2, Grade 3, with a salary range of $47,029 to $65,218,

Qualifications

• A Bachelor’s Degree in Business Administration or related field is required.
• Five years of full-time related work experience as Administrative Secretary or Administrative Assistant is required.
• Ability to utilize Excel or other database software (such as Access) to enter, format, sort and analyze information and prepare reports is required.
• Ability to utilize Word or other word processing tools to prepare and communicate information is required.

Responsibilities

• Perform general administrative duties.
• Serve as Office Manager for the Division.
• Gather budget information to prepare the Perkins budget and monitor the Division budgets.
• Maintain the Division budgets and ensure Perkins regulations compliance.
• Greet visitors and answer a multi-line phone system; screen and direct calls.

Education

Bachelor’s Degree in Business Administration or related field

Tools

Excel

Access

Word

Job description

Lead Administrative Assistant

The Lead Administrative Assistant is responsible for performing various secretarial duties to support the work of the Division and the Dean. These duties include clerical, office management, preparing various electronic and typewritten documents, filing and managing records, greeting visitors, monitoring and managing the Division’s data in the College database, maintaining all of the Division budgets, and consulting with the Dean and other Division personnel to promote consistent application of Division and College polices.

Salary

Salary: Appropriate placement on ACCS Salary Schedule E2, Grade 3: $47,029 - $65,218

(Salary placement within this range is determined by your documented years of full-time related work experience)

Work Hours

Work Hours: Monday through Thursday, 7:45 a.m. - 5:15 p.m.; Friday 7:45 a.m. - 11:45 a.m.

Application

Applicants must meet the minimum qualifications and must submit a complete application packet to be considered. A complete application consists of the following:

• Online application
• Current résumé
• Copy of college transcripts (Transcript of college work verifying degree requirement; must include degree awarded and date confirmed. Unofficial transcripts will be accepted before the deadline, but official transcripts must be received if employed.)

Application materials must provide documentation that the applicant meets all minimum qualifications.

Applicants must provide information from previous employers documenting full‑time related work experience if an offer is made.

Responsibilities

1. Perform general administrative duties.
2. Serve as Office Manager for the Division.
3. Gather budget information from various areas to prepare the Perkins budget each year.
4. Maintain the annual Perkins budget to ensure that items are ordered promptly, working with the Business Office to ensure the college complies with Perkins regulations.
5. Serve as point of contact for all Division Workforce grants and other grants to ensure that items are ordered in a timely manner and all requirements of the grants are met.
6. Monitor and manage all of the Division budgets.
7. Assist Technology students in registering for classes each semester; assist them in developing a MAP plan to guide them through their program of study.
8. Provide administrative assistance to all Division faculty and staff.
9. Maintain calendars and schedules for classrooms and other meeting spaces, balancing multiple schedules and priorities.
10. Arrange orientation each year for new students.
11. Maintain electronic database of files for student and program records.
12. Maintain strict confidentiality of all work‑related discussions, observations and documents.
13. Greet in‑person visitors and respond to their needs appropriately.
14. Answer a multi‑line phone system and direct calls appropriately.
15. Screen, route, and coordinate pick‑up of incoming mail including email.
16. Receive, input and process paperwork ensuring items are submitted in a timely manner.
17. Discern when confidentiality in work needs to be maintained and maintain that confidentiality.
18. Type and transcribe letters, memos and other correspondence or written documentation.
19. Take meeting minutes as directed.
20. Request/arrange IT support.
21. Assist with registration for all programs as directed.
22. Coordinate, create and maintain filing systems.
23. Alert supervisor of any issues that are in need of upper management attention.
24. Operate Excel or other database software to track, sort, format and analyze data for a variety of purposes including reporting and data analysis (data reports).
25. Load information into Banner or other software.
26. Proof and edit correspondence and documents.
27. Input and process purchase orders as well as other information into Banner.
28. Perform research via the internet or other channels to gather information, answer questions, or resolve issues.
29. Utilize computer programs to mail merge documents and create labels.
30. Make travel arrangements including airline tickets, hotels, cars, etc.
31. Order supplies.
32. Create, proof and edit presentations in PowerPoint or other presentation software.
33. Conduct facility reviews.
34. Submit maintenance work orders or request/arrange janitorial support.
35. Maintain classroom and office area including equipment.
36. Prepare meeting agendas.
37. Create duplication of materials for others.
38. Perform all duties with professionalism.
39. Perform related work as assigned.

Qualifications

1. A minimum of a Bachelor’s Degree in Business Administration or related field is required.
2. A minimum of five (5) years of work experience as an Administrative Secretary or Administrative Assistant is required.
3. Ability to utilize Excel or other database software (such as Access) to enter, format, sort and analyze information and prepare reports is required.
4. Ability to utilize Word or other word processing tools to prepare and communicate information is required.

Skills Assessment

NOTE: Applicants will be required to complete a skills assessment test as part of the screening process. Applicants must complete the test no later than September 24, 2026. No testing for this position will be allowed beyond this deadline date. Failure to complete this testing will deem your application incomplete. Incomplete applications are not forwarded to the search committee for consideration. To schedule an appointment to test, please see www.calhoun.edu/hrtesting.

Preference

Preference will be given to candidates who can demonstrate through their experiences and accomplishments

1. Expert knowledge in utilizing PowerPoint to create visual presentations;
2. Ability to utilize Banner Administrative Software for inputting and locating information;
3. Prior experience working with the Perkins grant and other Workforce Development grants, including maintaining the budgets for this type of grants;
4. Prior experience advising and registering students;
5. Prior experience in new program application (ACHE) and accreditation applications
6. Ability to maintain confidentiality of office information;
7. Ability to work under tight deadlines and to handle multiple tasks and various situations in a calm and professional manner;
8. Ability to work with minimal supervision and work independently;
9. Ability to draft letters and other correspondence;
10. Ability to operate in high‑pressure situations and respond to problems in a calm manner;
11. Ability to proofread and correct documents according to rules of grammar and business etiquette;
12. Ability to make decisions based on correspondence, data analysis, or other information;
13. Ability to follow instructions and adhere to prescribed routines;
14. Knowledge of generally accepted office practices and procedures;
15. Knowledge of general budgeting and accounting processes and procedures and tracking;
16. Knowledge of FERPA;
17. Knowledge of community college policies and procedures;
18. Skills in using a computer (including tablets), multi‑line phone system, copier, scanner, calculator, printer and AV equipment;
19. Conscientious; driven to do one’s best at all times;
20. A focus on details;
21. Willingness to learn new things and apply that learning;
22. Willingness to maintain flexibility in order to meet needs of students, faculty and administrators;
23. A positive attitude regardless of circumstances at hand;
24. Willingness to learn all relevant aspects of the operation.
25. Confidence in decision making and communication skills.
26. Knowledge of rules of grammar.
27. Knowledge of generally accepted office practices and procedures.
28. Ability to follow instructions and adhere to prescribed routines.
29. Ability to utilize and search the internet for information.
30. Ability to multi‑task and prioritize issues.
31. Ability to work and communicate with a variety of people from diverse backgrounds.
32. Ability to operate in a professional manner at all times.
33. Ability to greet individuals of any background with friendliness, tact and courtesy.
34. Ability to manage “upward” to ensure that the schedule and priorities of manager are maintained.
35. Conscientious- care about how work is done and wanting to do a good job.
36. Initiative- responding to downtime by taking responsibility to do other work.
37. A focus on detail.
38. A focus on being friendly and patient in responding to customer needs.
39. Willingness and desire to learn new things and apply that learning.
40. Willingness to maintain flexibility in order to meet customer needs.
41. A positive attitude regardless of circumstances at hand.
42. Confidence in decision making and communication skills.
43. Willingness to enthusiastically learn all/most aspects of the operation.

Background Check

BACKGROUND CHECK STATEMENT: In accordance with Alabama Community College System Policy and guidelines, the applicant chosen for employment will be required to sign a consent form. Employment will be contingent upon the receipt of a clearance notification from the criminal background check.

Equal Opportunity Statement

Calhoun Community College is an equal opportunity employer. It is the policy of the Alabama Community College System, including all post secondary community and technical colleges under the control of the Alabama Community College System Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Calhoun Community College will make reasonable accommodations for qualified disabled applicants or employees. The college reserves the right to withdraw this job announcement at any time prior to the awarding.

E-Verify

Calhoun Community College participates in the E-Verify system to verify employment eligibility for all newly‑hired employees.

Accreditation

Calhoun Community College is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) to award associate degrees. Degree-granting institutions also may offer credentials such as certificates and diplomas at approved degree levels. Questions about the accreditation of Calhoun Community College may be directed in writing to the Southern Association of Colleges and Schools Commission on Colleges at 1866 Southern Lane, Decatur, GA 30033-4097, by calling [phone], or by using information available on SACSCOC’s website (www.sacscoc.org). Specific questions regarding Calhoun's educational programs, admissions, and other matters related specifically to the College should be forwarded directly to the college.