Administrative Assistant to the Associate Vice President for Student and Financial Support Services

Frederick Community College•Frederick, MD

66d•$32 - $36

About The Position

Position Summary: The Administrative Assistant to the Associate Vice President for Student and Financial Support Services (AVPSFSS) provides high-level administrative support, ensuring the smooth and efficient operation of the office. The role involves significant responsibility in maintaining the integrity and security of sensitive information and supporting the AVP in executing critical initiatives related to student support services. The Administrative Assistant takes the initiative to drive projects to completion and serves as a liaison between the AVP and internal and external constituencies at all levels of the College and other organizations. This position works closely with the AVPSFS on strategic initiatives and requires the highest degrees of confidentiality, integrity, and trust. This position may use varying styles and approaches that reflect an understanding and acceptance of the role of culture in a diverse, multicultural workplace. Essential Duties and Responsibilities: These are intended only as examples of the various types of job duties to be performed. The omission of the specific duties does not exclude them from the position of the work is a similar, related, or logical assignment to the position. The following are the functions essential to performing this job:

Requirements

Associate Degree
Two (2) years of administrative, office management, or related experience
Proficiency in Microsoft Office
Excellent written and oral communication skills, with attention to detail

Nice To Haves

Bachelor's Degree
Two (2) years of administrative experience at a post-secondary institution
Experience supporting roles that support compliance, audit readiness, or regulatory oversight
Experience with student information systems at a post-secondary education institution
Strong interpersonal skills with the ability to work with people at all levels of an organization
Strong problem-solving skills and analytical abilities

Responsibilities

Serve as a confidential assistant to the Associate Vice President for Student and Financial Support Services (AVPSFSS).
Coordinate and manage the calendar for the AVPSFSS including scheduled meetings, events, conferences, and one-on-ones with direct reports and other activities with particular attention to preparation, logistics, and briefings.
Make travel arrangements (flights, hotel, conference registrations), and prepare travel itineraries and expense reports.
Attend meetings, draft presentations, record and disseminate minutes, and prepare correspondence and other materials supporting initiatives.
Monitor budgets, including tracking and maintaining expenditures, reconciling accounts, providing reports, preparing purchase orders, vouchers, and budget transfers.
Develop and maintain systems to support the AVPSFSS office and automation of processes using electric forms and software packages. Maintain appropriate information, document storage, and retrieval systems.
Act as a primary point of contact for the AVPSFSS office, handling inquiries with professionalism, understanding the significance of confidentiality, and providing appropriate support.
Monitor correspondence from community members, both internal and external, regarding questions and clarifications.
Assist in managing and supporting special projects, including conducting research, gathering data, performing comprehensive analyses, and managing databases to ensure accurate and efficient project execution.
Track milestones and deadlines for projects related to compliance and student support, ensuring that all tasks are completed on time and in alignment with institutional goals. Support the review and revision of policies and procedures assigned to the AVPSFSS, ensuring they are up-to-date and aligned with federal, state, and institutional regulations.
Assist in organizing documentation for audits and compliance reviews, ensuring readiness and thoroughness without needing to be a subject matter expert.
Engage in professional development to enhance skills in administrative support, confidentiality, and understanding the broader context of the AVPSFSS's responsibilities.
Participate in relevant training sessions to improve abilities in managing sensitive information and supporting compliance-related tasks.

Benefits

FCC offers a generous benefits package which includes medical insurance, dental and vision plans, waiver of FCC tuition for employee and eligible dependents, tuition reimbursement, generous leave benefits, retirement plans, and more!

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