Senior Admin Assistant & Office Manager (Budgets & Grants)

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

Job summary

Calhoun Community College in Decatur, Alabama is seeking a Lead Administrative Assistant to perform varied secretarial duties supporting the Division and the Dean. You will handle clerical tasks, office management, document prep, records, and greeting visitors while ensuring accurate data in the College database.

The role includes managing the Perkins budget, coordinating calendars, and providing administrative support to Division faculty and staff.

Qualifications

• A Bachelor’s Degree in Business Administration or related field is required.
• Minimum of five years of related work experience as an Administrative Secretary or Administrative Assistant is required.
• Ability to use Excel or other database software to enter, format, sort and analyze data and prepare reports is required.
• Ability to use Word or other word processing tools to prepare and communicate information is required.

Responsibilities

• Perform general administrative duties for the Division and the Dean.
• Serve as Office Manager for the Division and manage budgets.
• Gather budget information to prepare annual Perkins budget.
• Maintain the Perkins budget and ensure compliance with regulations.
• Be the point of contact for Division Workforce grants and related requirements.
• Monitor and manage all Division budgets.
• Assist students with registration and map planning for programs.
• Provide administrative support to Division faculty and staff.
• Maintain calendars and schedules for classrooms and meeting spaces.
• Arrange orientation for new students.
• Maintain electronic files for student and program records.
• Maintain confidentiality of all work-related information.
• Greet visitors, answer phones, route mail, and process documents promptly.
• Type, transcribe, and proofread letters and memos.
• Take meeting minutes and coordinate IT support as needed.
• Assist with program registrations and filing systems.
• Load data into Banner or other software and create reports.
• Prepare travel arrangements and order supplies.
• Create, proof and edit presentations in PowerPoint or similar tools.
• Conduct facility reviews and handle maintenance requests.
• Complete duties with professionalism and discretionary judgment.

Skills

Excel

Word processing

Data entry

Attention to detail

Education

Bachelor's Degree in Business Administration or related field

Tools

Banner Administrative Software

PowerPoint

Job description

Calhoun Community College in Decatur, Alabama is seeking a Lead Administrative Assistant to perform varied secretarial duties supporting the Division and the Dean. You will handle clerical tasks, office management, document prep, records, and greeting visitors while ensuring accurate data in the College database.

The role includes managing the Perkins budget, coordinating calendars, and providing administrative support to Division faculty and staff.