Administrative Assistant, Student Services

Pierpont Community & Technical College•Fairmont, WV

1d•Onsite

About The Position

The Administrative Assistant provides high-level administrative assistance to the AVP, Student Services and supports the general administrative functions of a wide variety of administrative units. The Administrative Assistant is responsible for assisting the Associate Vice President, and other administrative members of the Student Services area performing varied routine to complex administrative tasks and relieving the administrator of a variety of administrative details. Job responsibilities provide support-type services to increase the capacity of the AVP or others to carry out responsibilities. Work is supervised and performed using self-initiative without detailed instruction. Problems and decisions faced in this position may involve non-routine situations within established protocol, guidelines, and/or policies.

Requirements

Knowledge of: Applicable Federal, State, and Local laws, rules, regulations, codes, and guidelines
Knowledge of: Office management practices and standard operating procedures
Knowledge of: Recordkeeping and filing practices and procedures
Knowledge of: Customer service principles
Knowledge of: Budgeting principles and practices
Ability to: Present materials to groups and individuals
Ability to: Work with diverse academic, cultural and ethnic backgrounds of community college students, staff and other stakeholders
Ability to: Work independently
Ability to: Effectively communicate both in writing and verbally
Ability to: Handle sensitive and confidential matters and situations
Ability to: Understand and follow broad and complex instructions
Associates’ degree in Office Administration, or a field directly related to the area of assignment, with 2 -4 years of directly related work experience in support of an administrator or work unit.
An equivalent combination of education and experience is acceptable.

Responsibilities

Provides a broad range of administrative support functions for management which include coordinating office communications, tracking budgets, purchasing, scheduling, workflow, and processing of office forms.
Coordinates, maintains, and creates various events, schedules, and calendars.
Makes travel arrangements and coordinates large group meetings.
Serves as a primary point of contact for office communications.
Prioritizes, composes, and disseminates written and oral information to College personnel, the public, and other internal and external customers.
Responds to inquiries.
Coordinates facilities requests and organizational needs; conducts research and analytical activities involving the gathering of background material and data in support of projects.
Participates in developing and monitoring budgets, grants, initiatives, and other grant funding sources as assigned.
Analyzes financial constraints and timelines, prepares and analyzes financial reports, and prepares requests for contingency fund transfers.
Purchases and initiates payments for office supplies, equipment, and services.
Compiles, composes, edits, produces, and distributes a variety of documents including, but not limited to, detailed memos, e-mails, correspondence, reports, speeches presentations and other communications as needed.
Handles or assists with financial transactions and control procedures.
Processes expenditures, purchases, budget transfers and other actions.
Develops and analyzes financial reports and maintains selected fiscal records.
Prepares travel authorizations, employment paperwork, pay-related documents, and/or other related items.
Participates in processes related to transcripts, including but not limited to the downloading from source, opening, verifying and inputting into the Banner database
Assists with orientation, registration, and other college events as needed
Serves as a liaison to or represents the administrator in dealings with both internal and external customers and organizations.
Maintains confidential files and records for assigned area of responsibility.
Strictly adheres to Family Education Rights and Privacy Act (FERPA) standards