Administrative Aide II

Montgomery College•RV - Science Center, MD

8d•$22 - $28•Hybrid

About The Position

Montgomery College has an immediate need for a full-time Administrative Aide II in the Chemistry Department at the Rockville campus. 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 may be eligible for telework. 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. Responsible for organizing and carrying out assigned office activities to include department events. Assigned administrative support tasks involve technical decisions regarding processing of actions (i.e., budget, personnel, purchasing); researching 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 the 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 courses in office practices, communications, or related areas.
Three years of progressively responsible experience in administrative or office support roles, including supporting day-to-day operations.
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.
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.
Serves as the initial point of contact for students, faculty, staff, and visitors by providing accurate information, triaging inquiries, and directing individuals to appropriate College offices and services.
Utilizes Microsoft Office 365 tools to create, manage, and share documents, reports, forms, workflows, and communications.
Supports collaboration and departmental operations through Teams and SharePoint.
Supports faculty workload and compensation processes by entering and maintaining teaching assignments in college systems.
Reviews reports, verifies data accuracy, tracks deadlines, and processes adjustments related to instructional assignments and pay.
Answers and directs incoming phone calls, receives and distributes mail, and prepares a variety of written communications (e.g., correspondence, flyers, letters, visual/slide presentations, and reports) from draft materials; proofreads and edits documents to ensure accuracy, clarity, and professionalism.
Manages ordering and procurement activities for the department by maintaining procurement card eligibility and placing orders with approved vendors; coordinates and places food orders for departmental meetings and events; tracks purchases, ensures proper documentation, and follows institutional purchasing procedures.
Reserves room space for departmental meetings and functions.
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.
Supervises and trains student workers by assigning daily tasks, providing guidance on office procedures and customer service, ensuring compliance with departmental and College policies, and monitoring performance to support daily operations.
Maintains and updates departmental web pages to ensure content is accurate, current, and accessible.
Coordinates with appropriate stakeholders to resolve discrepancies and implement updates.
Submits and tracks IT support requests, assists with basic hardware and software assessments, and provides recommendations as needed.
Coordinates facility maintenance requests, vendor communication, contracts, and delivery scheduling to support office operations.
Manages and maintains supervisor's schedule and calendar.
Manages priorities, projects and stakeholder needs simultaneously in a busy office environment.
Performs other duties as assigned.