Staff Assistant

Vermont State Colleges System; Randolph (VT); On-site; USD 21,000 - 30,000; Full time

Job summary

Vermont State Colleges System is seeking an Administrative Support professional to coordinate a variety of routine and complex tasks across a college division, department or program. You will support administrators, faculty and students with daily operations and service delivery in a busy campus environment.

The role involves processing maintenance requests and invoices, managing mail and deliveries, assisting in budget planning and reporting, and organizing events and materials.

Qualifications

• Associates degree plus 3–5 years of relevant experience or equivalent.
• Proficiency in Microsoft Office, especially Word/Outlook/Excel.
• General working knowledge of higher education infrastructure, policies and procedures.
• Strong planning, organizational, analytical and communication skills.

Responsibilities

• Coordinate and carry out daily administrative functions.
• Provide general administrative support to school administration, faculty and students.
• Process maintenance requests and invoices; address urgent requests.
• Greet visitors and provide customer service with a positive attitude.
• Maintain office supply inventory and order supplies.
• Assist in budget planning and prepare related reports.
• Supervise student workers and train staff as needed.
• Assist in designing and maintaining department materials and records.

Skills

Microsoft Office Suite

Customer service

Communication skills

Organizational skills

Problem solving

Education

Associates degree

Tools

Microsoft Office Suite

Job description

BASIC FUNCTION

To coordinate and carry out a variety of key administrative support functions of a college division, department or program.

CHARACTERISTIC DUTIES & RESPONSIBILITIES

• Provide general administrative support to school administration, faculty and students.
• Plan, coordinate and carry out all daily activities/operations related to assigned administrative functions.
• Process incoming maintenance work requests, and radio dispatch proper personnel as required to address urgent requests.
• Process all facilities related invoices for approval.
• Handle inquires including walk-ins and phone calls; greet and direct visitors including at open house functions, with a positive, friendly and cooperative customer service attitude.
• Accept delivery of all incoming packages, sort and distribute mail.
• Maintain office supply inventory and order supplies as needed. Work with facilities department to assure building and equipment are in good condition and properly maintained – complete work orders when necessary.
• Assist in department budget planning. Monitor expenditures and process budget documents.
• Assist in designing, implementing, and maintaining departmental filling, record-keeping and reporting systems.
• Assist in campus event scheduling, coordination, and associated billing procedures.
• Coordinate, initiate, prepare, process and/or monitor a variety of forms, records, schedules, reports, and other documents related to assigned administrative functions, ensuring timely and accurate completion/review of documents by department/College personnel, students, parents, and/or individuals outside of the College.
• Organize and coordinate various department activities and events, including, but not limited to, arranging for all necessary facilities, staffing, scheduling, and advertising/promotion.
• Develop (write, design, draft, edit, etc.) various documents related to assigned functions, such as policy and procedure manuals, instructional materials, and the like. Assist with department website maintenance.
• Participate in key departmental planning activities related to assigned functions, with a focus on: compiling background information/data needed for planning purposes - drafting outlines, policies, procedures, forms, and related instructional/promotional material; coordinate the implementation of new program plans or operating policies, procedures, and schedules.
• Plan and prepare a variety of regular and special reports related to assigned functions, involving background research, compiling and analysis of data from a variety of sources.
• Serve as liaison with students, faculty, staff, parents, Trustees, alumni, vendors, and/or other key internal and/or external department constituency; present information on department programs; explain, interpret and enforce standard policies and procedures; process special requests; discuss, investigate and resolve problems, referring to supervisor and advising on appropriate action to be taken as necessary.
• Perform other specialized/technical tasks related to assigned functions.
• Train and supervise the daily activities of assigned student workers.
• Perform other duties as assigned.

SUPERVISION RECEIVED

Minimal supervision is received from a senior administrator or department director.

SUPERVISION EXERCISED

Administrative and functional supervision of student workers.

MINIMUM QUALIFICATIONS

Associates degree, plus three to five years of relevant experience or a combination of education and experience from which comparable knowledge and skills are acquired.

• Proficiency in the use of Microsoft Office Suite, especially Word, Outlook and Excel.
• Demonstrated experience with a full range of moderate to complex clerical work assignments involving the use of judgment and discretion.
• General working knowledge of applicable higher education infrastructure, policies and procedures. Thorough knowledge of office management methods, procedures and practices.
• Good planning, organizational, administrative, and analytical skills to ensure multiple deadlines are met.
• Ability to work with confidential information and to apply maturity and discretion in the daily operational role.
• Strong customer service experience.
• Effective communication skills including the ability to deal effectively with a broad range of individuals and groups within and outside the college.

Scheduled Hours Weekly:

37.5

Budgeted Wage for this Position:

The budgeted Compensation for this position is $18.57 per hour.

Exempt Status:

Non-Exempt

Grade:

S09

Job Posting Responsibilities:

Unit Determination:

VSC Staff Federation - Vermont State Employees Association