Math & Science Division Operations Coordinator

Blackfeet Community College; Browning (MT); On-site; USD 38,000 - 54,000; Full time

Job summary

Blackfeet Community College is seeking an Administrative Assistant for the Math and Science Division to provide comprehensive administrative, clerical, and customer service support. This role serves as the primary contact for students, faculty, staff, and the public, coordinating daily office operations and assisting with division planning and records maintenance.

The position reports to the Math/Science Division Chair and involves managing communications, scheduling, and the division's

Qualifications

• Associate degree in Office Administration, Business Administration, Education, or a related field required.
• Minimum of three (3) years of progressively responsible administrative support experience, preferably in higher education or a related environment.

Responsibilities

• Receive telephone calls for the Math/Science Division, screen telephone calls and route to the proper person.
• Greet all visitors courteously, determine their needs, and direct them to the proper person and/or office on campus.
• Sort all incoming mail for the Math/Science Division and deliver to appropriate personnel.
• Prepare, process, and track requisitions, purchase requests, payment vouchers, travel documents, and other business office forms while assisting with monitoring departmental budgets.
• Receive, distribute, and maintain electronic and paper correspondence, including mail, email, and official documents.
• Prepare correspondence, reports, agendas, presentations, meeting minutes, and other documents while maintaining confidentiality.
• Assist students, faculty, and staff with office technology, printing, scanning, copying, and communication needs.
• Maintain accurate electronic and physical filing systems in accordance with institutional record retention requirements.
• Coordinate textbook and instructional material orders in collaboration with faculty and the campus bookstore.
• Assist with course scheduling, classroom assignments, and semester preparation utilizing the College's student information system.
• Maintain bulletin board in the South Wind Lodge.
• Maintain calendars, deadlines, appointments, meetings, reports, and project timelines for the Division Chair.
• Coordinate communication and scheduling with Math/Science faculty and staff housed within South Wind Lodge.
• Facilitate communication between faculty, administration, students, community partners, and the Board of Trustees as appropriate.
• Maintain inventory and order office, instructional, laboratory, and operational supplies.
• Assist faculty with classroom preparation and instructional support as appropriate.
• Call Maintenance or Security for staff/faculty or public.
• Notify emergency personnel when necessary following College emergency procedures.
• Coordinate travel arrangements, travel reimbursements, conference registrations, and related documentation.
• Assist with accreditation activities, assessment reporting, program review documentation, grant reporting, and record management.
• Assist with ordering office supplies, lab supplies and equipment.
• Assist with student registration and general advising referrals.
• Coordinate meetings, workshops, special events, and division activities.
• Maintain confidential personnel and student records.
• Utilize Microsoft Office 365, Google Workspace, Jenzabar, and other institutional software.
• Prepare purchase orders and maintain procurement documentation.
• Assist with data collection, reporting, and annual departmental planning.
• Maintain division webpages and informational materials as assigned.
• Perform other duties as assigned.

Skills

Customer service

Confidentiality

Written communication

Verbal communication

Time management

Organization

Teamwork

Adaptability

Education

Associate degree in Admin/Business/Edu

Tools

Microsoft Office 365

Google Workspace

Jenzabar

Job description

Blackfeet Community College is seeking an Administrative Assistant for the Math and Science Division to provide comprehensive administrative, clerical, and customer service support. This role serves as the primary contact for students, faculty, staff, and the public, coordinating daily office operations and assisting with division planning and records maintenance.

The position reports to the Math/Science Division Chair and involves managing communications, scheduling, and the division's