Sr Administrative Assistant, Dean of CTE

Cape Fear Community College; Wilmington (NC); On-site; USD 42,000 - 54,000; Full time

Job summary

Cape Fear Community College is seeking a Senior Administrative Assistant to coordinate the CTE Department’s communications, logistics, and administrative needs while delivering exceptional customer service to faculty, staff, students, donors, vendors, and the public.

The role reports to the Dean of CTE and includes managing the calendar, scheduling, minutes, and front desk duties, along with committee service and staff support. Proactive communication and discretion are essential.

Qualifications

• Associate’s Degree preferred in office systems technology, business administration, or related field.
• Experience in administrative/clerical roles with public contact and confidentiality.
• Advanced computer skills with Microsoft Office programs and web-based environments.

Responsibilities

• Coordinate Dean of CTE’s calendar and scheduling.
• Maintain front desk operations: phones, visits, guest reception.
• Prepare minutes, agendas, and follow-ups; manage communications.
• Assist with budgeting, requisitions, and purchasing activities as needed.
• Support staff and faculty; participate in professional development.

Skills

MS Office proficiency

Customer service

Scheduling

Communication

Interpersonal skills

Education

Associate’s Degree in office systems technology / business administration

Tools

Database management software

Word processing / spreadsheets / presentation software

Job description

DEFINITION:

The principal purpose of this position is to provide coordination for internal and external communications, logistics, and administrative needs of the CTE Department, with a consistent focus on exceptional and professional customer service at all times. This position will perform a variety of complex and confidential administrative duties and will interact with senior level administrators, deans, directors, donors, vendors, public and private officials, faculty, staff, students, and the general public.

SUPERVISION RECEIVED AND EXERCISED:

• Receives direct supervision from the Dean of CTE
• Provides support to other members of the CTE team, as requested
• May supervise work study students and interns, and may also provide assistance to other team members

ESSENTIAL AND OTHER IMPORTANT FUNCTION STATEMENTS:

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

The Senior Administrative Assistant will perform complex and sometimes confidential administrative activities for the CTE Department including but not limited to:

• Coordinate Dean of CTE’s calendar
• Responsible for proactive and professional communication (agenda, minutes, scheduling, follow up, etc.)
• Maintain consistent and timely front desk support (answering phones, assisting students and faculty visitors, supporting and welcoming guests, etc.)
• Order and maintain adequate office supplies
• Serve on committees and provide administrative support when necessary.
• Provide assistance to students when necessary.
• Assist other staff and faculty.
• Engage in professional development.
• Assume other administrative duties as assigned.

Other Important Functions:

• Serve on search committees and train new employees if requested
• Adhere to legal requirements and regulations maintaining confidentiality and utilizing discretion with donors and students
• Support divisional budgeting and planning processes; compile information and data; prepare requisitions; coordinate purchasing activities as assigned
• Research, compile, and summarize data and information for special projects and reports, and confidential correspondence.
• Preparation of confidential correspondence, reports and special projects.
• Performs other job-related duties as assigned.

QUALIFICATIONS:

Knowledge of:

• Business protocol and etiquette
• General principles and practices of fiscal, statistical, and administrative data collection and report preparation
• Skills in the use of database management, word processing, spreadsheet and presentation software
• Mastery of Microsoft Office Suite software (Word, Excel, PowerPoint, and Access)
• Principles and procedures of record keeping and reporting
• Advanced principles of business letter writing and report preparation
• Mastery of formal/business English communication, including spelling, grammar, punctuation, and style
• Basic mathematical principles
• Principals and techniques used in public relations, marketing, and communications

Ability to:

• Perform responsible and complex administrative work involving the use of independent judgment and personal initiative
• Thorough knowledge of college operations and policies with ability to interpret and apply the policies, procedures, laws and regulations of the business unit to which assigned
• Work independently and proactively in the absence of supervision

• Establish and maintain cooperative working relationships with all CFCC colleagues
• Skilled at customer service and dealing with the public, can respond to difficult requests and inquiries with ease and calm; solution-focused

Maintain effective audio-visual discrimination and perception needed for:

1. Making observations
2. Reading and writing
3. Communicating with others
4. Operating assigned equipment
5. Handling varied tasks simultaneously
6. Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following:
   1. Standing or sitting for extended periods of time
   2. Operating assigned equipment
   3. Handling varied tasks simultaneously
   4. Bending, stooping, climbing, or lifting up to 10 pounds
7. Maintain mental capacity, which allow the capability of:
   1. Making sound decisions
   2. Responding to questions
   3. Demonstrating intellectual capabilities

EXPERIENCE AND TRAINING GUIDELINES:

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Minimum Education/Training:

• Associate’s Degree preferred in office systems technology, business administration, or directly related field.

Minimum Experience:

• Experience in an administrative/clerical capacity involving public contact with responsibilities requiring tact and confidentiality.
• Advanced computer skills with knowledge of all Microsoft Office Programs and Web-based environments.
• Excellent judgment and creative problem-solving skills, including negotiation and conflict resolution skills, self-reliant, results oriented and exceptional written, oral and interpersonal skills.

Preferred Education/Training, Experience, Skills:

• 4 years’ experience in an administrative/clerical capacity involving public contact with responsibilities requiring tact and confidentiality.

Special Instructions to Applicants:

• This position REQUIRES UNOFFICIAL TRANSCRIPTS AND/OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying.

• Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If highest level of education is High School diploma or equivalent, proof of completion is required.

• Candidates who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master's degree conferred by a regionally accredited college or university in the United States.

• To claim veterans’ preference, all eligible persons shall submit a DD Form 214, Certificate of Release or Discharge from Active Duty, to Human Resources during the application process. Human Resources will verify eligibility.