Administrative Assistant to VP of Administration & Operations and Workforce & Strategic Initiatives

ACCS•Jasper, AL

2d•Onsite

About The Position

The Administrative Assistant provides high-level administrative, clerical, and operational support to the Vice Presidents of Administration & Operations and Workforce & Strategic Initiatives. This position is responsible for coordinating daily office functions, managing communications and schedules, maintaining fiscal and administrative records, and ensuring efficient office operations. The role serves as a primary point of contact for internal and external stakeholders and requires discretion, organization, and the ability to manage multiple priorities in a fast-paced environment.

Requirements

A minimum of a high school diploma or equivalent is required.
A minimum of fifteen (15) years’ work experience in an office setting is required.
Proficiency in Microsoft Excel (or equivalent) for data entry, reporting, and analysis is required.
Proficiency in Microsoft Word (or equivalent) for document preparation and communication is required.

Nice To Haves

Enterprise systems such as Banner or similar platforms (preferred).
Strong organizational and time-management skills with attention to detail.
Proficient use of computers, office software, email systems, and standard office equipment.
Effective written and verbal communication, including drafting and proofreading professional correspondence.
Customer service and interpersonal skills, with the ability to interact professionally with diverse populations.
Manage multiple priorities, meet deadlines, and adapt in a fast-paced environment.
Exercise sound judgment and make decisions based on established guidelines and available information.
Maintain confidentiality and handle sensitive information with discretion.
Work independently with minimal supervision while supporting team objectives.
Remain calm and professional under pressure.
Demonstrate initiative, accountability, and a strong work ethic.
Learn and apply new processes, technologies, and procedures.
Support executive-level staff by anticipating needs and managing priorities effectively.

Responsibilities

Coordinate the flow of documents and information within the Vice Presidents’ offices by reviewing, prioritizing, and routing materials to appropriate recipients while ensuring timely processing, accuracy, and follow-up.
Maintain organized filing systems (physical and electronic), including retention, archiving, and disposal of records in accordance with applicable guidelines.
Draft, edit, and distribute correspondence, reports, forms, and presentations.
Prepare meeting materials and record, transcribe, and distribute meeting minutes as assigned.
Serve as the initial point of contact for the office by answering and directing calls, responding to inquiries, and greeting visitors in a professional and courteous manner.
Screen communications, prioritize messages, and ensure timely follow-up.
Provide accurate information and refer students, employees, and the public to appropriate departments or personnel.
Manage and maintain complex calendars for the Vice Presidents, including scheduling meetings, appointments, and events (in-person and virtual).
Coordinate logistics for meetings, special events, and departmental activities.
Process purchase requisitions, invoices, travel documents, and related forms in compliance with college procedures.
Verify required approvals and maintain accurate fiscal and administrative records.
Monitor office supply inventory and coordinate ordering; ensure office equipment is functional.
Assist with budget tracking and preparation of reports as needed.
Enter, update, and maintain data in systems such as Banner, AAESAP, or other institutional software.
Maintain organized electronic records and ensure accessibility of documents and reference materials.
Maintain confidentiality of sensitive information in compliance with FERPA and institutional policies.
Attend meetings, college functions, and serve on committees as assigned.
Demonstrate initiative, adaptability, and a willingness to support tasks beyond primary responsibilities.
Establish and maintain effective working relationships with faculty, staff, students, and external stakeholders.
Perform other duties as assigned.