Administrative Aide II (S03677)

Montgomery College•Silver Spring, MD

7d•$22 - $28•Hybrid

About The Position

Montgomery College, Takoma Park/Silver Spring Campus, has an immediate need for a full-time Administrative Aide II in the Department of Counseling and Advising. The work schedule is Monday – Friday, 8:30 a.m. – 5:00 p.m. This is a bargaining, non-exempt, grade 19 position. For non-exempt positions, you are not eligible to work a secondary job at Montgomery College. Montgomery College promotes and creates a working and learning environment rooted in the basic tenets of fairness, belonging, and inclusiveness. This position is eligible for telework 1 day a week after the completed probationary period. This eligibility is subject to change based on the needs of the unit. The work involves providing administrative, technical, and support services to an academic or administrative unit and facilitating the administrative procedures related to the programs and services offered by the office, including department events. Assigned administrative support tasks involve technical decisions regarding processing of actions (i.e., budget, personnel, purchasing); research information in the files and providing the results to the supervisor; and/or, maintenance of unit financial records and web page(s). The incumbent in this position communicates with others throughout the College and external entities to obtain and provide information, arranges appointments and staff schedules and organizes office routines; and speaks for supervisor on matters on which the supervisor’s views are known, or as otherwise authorized.

Requirements

High school diploma or GED including or supplemented by course in word processing and office practices.
At least three years of progressively responsible experience performing general office and secretarial duties involving customer service.
Knowledge of office support procedures and practice including English usage to include spelling, grammar, writing styles and formats; basic mathematical computations; record keeping principles and procedures; and PC hardware and skill in using PC software and office applications.
Eligible applicants must currently be authorized to work in the United States and not require employer visa sponsorship

Nice To Haves

Prior experience with Workday, OneDrive and Teams
Familiarity with budget spreadsheets and higher education programs such as Starfish, Banner, and Maxient.
Prior experience working with Student Services.

Responsibilities

Performs general administrative duties and ensures compliance with established policies and procedures regarding office services, College protocols, and administrative requirements.
Assist students with all front desk operations related to Student Services.
Answers phones, opens and routes mail, types and creates various communications (e.g. correspondences, flyers, letters, syllabi, tests, and/or reports) by typing from draft documents and subsequently proofs and edits the documents.
As initial point of contact for office, directs calls and walk-ins to appropriate staff or departments.
Manages and maintains supervisor's schedule and calendar for scheduling of conference and room space; orders supplies through various vendors; hires, trains and supervises student assistants; and, assists students; maintains manual and/or automated financial, accounting, personnel and other administrative and management files and records, ensuring confidentiality where appropriate; attends meetings, takes summary notes and distributes notes and minutes; reviews and verifies information on forms and documents submitted to the academic or administrative department.
Performs calculation or coding and enters data into appropriate systems.
As directed, using approved software and operating within the overall guidelines set by the College, manages one or more web pages for the academic or administrative area, which may include adding, modifying, or removing content as to reflect the organization’s programs and operations.
Provides technical support by processing actions relating to the budget, personnel, or purchasing to include purchase requisition and submitting the actions for the supervisor’s approval.
Coordinates departmental events.
Assists students and staff with computer workstations; submit and track trouble tickets for IT assistance; may perform hardware/software assessment and make recommendations.
May manage vendor contracts for building maintenance; communicate facility issues and coordinate and schedule all vendor deliveries.
Train and supervise student workers.
Manage priorities, projects and stakeholder needs simultaneously in a busy office environment.
Performs other duties as assigned.