Senior Administrative Assistant

NC Community Colleges; Northern (KY); Hybrid; USD 40,000 - 56,000; Full time

Job summary

James Sprunt Community College seeks a Senior Administrative Assistant to provide administrative and operational support to the Continuing Education Department and serve as primary support for the Vice President of Workforce Development/ Continuing Education.

The role coordinates a variety of functions, facilitates communication and customer service, and assists with delivery of departmental programs. Reports directly to the VP and works with students, staff, and external stakeholders.

Qualifications

• Associate degree required. Excellent typing and proficiency in Microsoft Office.
• Strong computer, communication, customer service, and organizational skills are essential.
• Ability to operate personal computers and a variety of office equipment.

Responsibilities

• Assist Vice President in preparing annual budgets and contracts for approval.
• Assist CE Registrar with registrations and course sections as needed.
• Make travel arrangements and submit travel requests for approval.
• Answer calls, manage Outlook calendar, and schedule appointments.
• Prepare purchase orders, vouchers, and requisitions.
• Compose memos, maintain records, and manage files and forms.
• Order and inventory supplies; operate office equipment.
• Distribute mail and information; communicate policy changes to CE staff.
• Record meeting minutes and distribute to stakeholders in a timely manner.
• Print visitation logs and tally statistics for reports.
• Update instructor personnel files and supervise work-study staff.
• Process payroll reports and submit to Business Office.
• Assist with Space Utilization reporting.
• Maintain security of keys and CE facilities.
• Schedule rooms and assist with Room Scheduler.
• Order and maintain office supplies.
• Assist with equipment and software maintenance.
• Acquire computer competencies as needed.
• Perform other duties and serve on college committees.

Skills

Active listening

Organization

Confidentiality

Executive calendars

Meetings & travel coordination

Word & Excel proficiency

Initiative

Communication skills

Problem analysis

Ownership & feedback

Punctual & professional

Task prioritization

Team collaboration

Education

Associate degree

Bachelor's degree preferred

Tools

Microsoft Word

Microsoft Excel

Job description

Address 133 James Sprunt Dr.
PO BOX 398
Kenansville, North Carolina, 28349

QUALIFICATIONS: Education, Experience, Skills, and Abilities

The requirements listed below are representative of the knowledge, skills and abilities required to satisfactorily perform the essential duties and responsibilities.

Knowledge, Skills and Abilities:

Use active listening skills.
Be organized, with a flexible attitude.
Ability to maintain confidentiality at all times.
Function fast-paced environment.
Skill in managing executive calendars.
Skill in organizing, planning, and coordinating meetings and travel arrangements.
Proven knowledge and skill in the use of advanced features of Microsoft Word, and Excel.
Ability to show initiative and self-direction.
Proven ability to concurrently address issues of various levels of complexity.
Ability to communicate effectively through speech and writing.
Ability to identify, communicate and analyze problems.
Ability to take ownership and utilize constructive feedback.
Must be punctual, professional and conduct oneself in an ethical manner.
Ability to plan and prioritize tasks.
Ability to work respectfully within a team environment.

EDUCATION and/or EXPERIENCE:Any combination of education and experience that demonstrates possession of the requisite knowledge, skill and abilities.

REQUIREMENTS:

Education/Skills

Required: Associate degree required. Excellent typing skills and proficiency in Microsoft Office required. Strong computer, communication, customer service, and organizational skills are essential. Ability to operate personal computers and a variety of office equipment.

Experience

Required:Considerable experience performing administrative functions in professional environment.

Preferred Qualifications

Preferred: Bachelor’s degree in Business Administration, Computer Information Systems, Accounting or other closely related field. Relevant experience demonstrating the knowledge, skills, and abilities necessary to perform the duties of the position is preferred. Bilingual.

Preferred: Extensive experience performing clerical and administrative duties and providing administrative support in a professional, educational, or related environment.

Position Description

SUMMARY

Closing date: Review of applications will begin immediately and will continue until a final candidate has been selected.

The Senior Administrative Assistant provides administrative and operational support to the Continuing Education Department and serves as the primary administrative support for the Vice President of Workforce Development/Continuing Education. The position coordinates a variety of administrative functions, facilitates effective communication and customer service, and assists with the efficient delivery of departmental programs and services. The Senior Administrative Assistant interacts with students, community members, campus personnel, and external stakeholders to contribute to the overall effectiveness of the department.

This position reports directly to the Vice President of Workforce Development/Continuing Education.

ESSENTIAL DUTIES AND RESPONSIBILITIES

This list is meant to be representative, not exhaustive. Reasonable accommodations may be made to enable individuals with disabilities the ability to perform the essential functions.

• Assist Vice President (VP) in preparing annual budgets, print, monitor and verify budget expenditures, and summarize and submit budget requests and contracts to the Associate Vice President for Continuing Education for approval/signature.
• May assist CE Registrar and Assistant Registrar with keying registrations, course sections, and preparing receipt rosters as necessary.
• Make travel arrangements, prepare and submit travel requests and reimbursement paperwork, as appropriate, for signature and processing when signed.
• Answer telephone and screen calls, take accurate messages, provide information or referral as necessary and maintain Outlook calendar and schedule appointments.
• Prepare and enter purchase orders, request for vouchers, work orders and requisitions for division personnel.
• Compose memos, letters, maintain accurate records, reports, files, and administrative forms.
• Order, maintain, and inventory supplies and operate office machines (calculator, printer, copier, desktop/laptop computer, telephone system, and fax machine.
• Receive, sort, and distribute mail/office correspondence and distribute information concerning meetings, policy and procedure changes to CE staff and faculty.
• Record staff meeting minutes, compose and distribute approved minutes to division personnel, and the President’s office in a timely manner.
• Print class visitation logs and tally statistics of visitations for VP, directors, and coordinators for submission to the Board of Trustees and for Internal Accountability and Credibility purposes.
• Update and maintain part-time instructor personnel files and assist in supervising work-study students.
• Collect and process monthly payroll and personnel activity reports and submit reports to the Business Office.
• Assist with preparation of the Institutional Space Utilization Report.
• Maintain security of all keys assigned to CE.
• Schedule rooms for CE and assist with Room Scheduler.
• Order and maintain office supplies for the Department.
• Assist with equipment and software maintenance.
• Acquire computer/technology competencies as appropriate to position.
• Maintain security of personal computer access.
• Perform other professional or job-related duties as assigned.
• Serve on college committees as directed by supervisor.

PHYSICAL DEMANDS:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to assist individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to focus. May require travel.

WORK ENVIRONMENT:Thework environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to assist individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee regularly works in indoor conditions. The noise level in the work environment is usually moderate.

This position description covers the most essential functions and duties associated with this position. Other duties may be assigned by the President or appropriate supervisor personnel. The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title as necessary.

NOTICE OF NON-DISCRIMINATION

James Sprunt Community College is an Equal Opportunity Employer. The College prohibits discrimination against any person (including staff, faculty or student body) on the basis of race, color, national origin, sex, disability, religion, political affiliation, sexual orientation, gender identity, veteran status, genetic information, or age.
If you need assistance or accommodations please contact 910-296-2400.

Address 133 James Sprunt Dr.
PO BOX 398
Kenansville, North Carolina, 28349