Administrative Aide II (S03159)

Montgomery College

3d • $22 - $34 • Hybrid

About The Position

Montgomery College has an immediate need for a full-time Administrative Aide II for the Sociology, Anthropology, and Criminal Justice department. The work schedule is Monday – Friday, 8:30 am – 5:00 pm. 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 one day of telework per week, depending on the needs of the unit. The work involves providing administrative, technical, and support services to an academic unit and facilitating the administrative procedures related to the programs and services offered by the office. The Administrative Aide II is responsible for organizing and carrying out assigned office activities, including departmental events. The administrative aide will support the department using appropriate technology to process actions relating to daily activities (e.g., budget, personnel, purchasing) and maintaining financial, curricular, and online records for the unit. The position involves internal communication throughout Montgomery College and with external stakeholders. In this capacity, the administrative aide will provide information, maintain unit schedules, and organize office routines.

Requirements

• High school diploma or GED including or supplemented by courses in word processing and office practices.
• Three years of progressively responsible experience performing general office and secretarial duties involving customer service.
• The equivalent combination of education, training, certification and/or experience that provides the required knowledge and expertise to perform the essential functions of the job may be considered.
• Knowledge of office support procedures and practice; 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.
• Comfort using office technology and willingness to learn new systems quickly, including Microsoft Office, Adobe, and Slingshot.
• Eligible applicants must currently be authorized to work in the United States and not require employer visa sponsorship.

Responsibilities

• Performs general administrative duties and ensures compliance with established policies and procedures regarding office services, College protocols, and administrative requirements.
• Answers phones, opens and routes mail, types and creates various communications (e.g., correspondence, flyers, letters, syllabi, tests, and/or reports) by typing from draft documents and subsequently proofing and editing the documents.
• Serves as the initial point of contact for the office; directs calls and walk-ins to appropriate staff or departments. Assists students as needed.
• Manages and maintains supervisor's schedule and calendar for scheduling of conference room and classroom or office spaces.
• Orders supplies through various vendors.
• 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 calculations or coding and enters data into appropriate systems.
• Manages one or more web pages for the academic or administrative area, which may include adding, modifying, or removing content to reflect the organization’s programs and operations.
• Provides technical support by processing actions relating to the budget, personnel, or purchasing to include purchase requisitions and submitting the actions for the supervisor’s approval.
• Coordinates departmental events.
• Assists students and staff with computer workstations; submits and tracks service tickets for IT assistance; performs hardware/software assessment and make recommendations when appropriate.
• Manages vendor contracts for building maintenance when appropriate; communicates facilities issues and coordinates and schedules all vendor deliveries.
• Assists in the training of lower-level staff or student workers.
• Hires, trains and supervises student assistants
• Manages priorities, projects, and stakeholder needs simultaneously in a busy office environment.
• Performs other duties as assigned.

Benefits

• generous paid vacation, sick, paid holidays, medical, dental, vision, group legal benefits, professional development, retirement plan, educational assistance, tuition waiver for employee and dependents, wellness programming including onsite gyms, pools and classes

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED