Administrative Assistant (School of Arts & Social Sciences)

Baltimore City Community College•Main Campus (Liberty Heights), MD

About The Position

The Administrative Assistant supports the day-to-day operations of the School of Arts and Social Sciences at Baltimore City Community College. The role coordinates office services, including purchasing, records control, projects, and budget accounting operations; interprets operating policies and procedures; and uses independent judgment to resolve administrative issues. It supports regular and ad-hoc reports and may handle sensitive and confidential matters. The position provides direct administrative and clerical support to school leaders, students, faculty, staff, guests, and College committees. Duties include scheduling, correspondence, records maintenance, report preparation, meeting support, office supply coordination, and customer service. The role also supports student visits and follow-up, special events, travel arrangements, budget preparation, and room and event scheduling.

Requirements

Associate’s degree or equivalent.
Three years of experience in an Administrative Assistant role.
Experience with Microsoft Office Suite, including Word, Excel, and PowerPoint.
Excellent verbal and written communication.
Attention to detail.
Ability to handle confidential information.
Strong time-management skills.
Ability to multitask.
Organizational skills.
Dependability.
Professionalism.

Responsibilities

Provide administrative support to school leaders, including drafting email correspondence and preparing and distributing memos, letters, meeting minutes, spreadsheets, forms, and faxes.
Assist with the day-to-day operations of the School of Arts and Social Sciences.
Assist with developing and preparing reports and documents.
Attend designated committee and management meetings and take minutes.
Perform clerical support, including preparing correspondence from dictation, composing letters and memos, and proofreading documents.
Assist with routine travel and accommodation arrangements.
Assist with planning and executing special events.
Maintain calendars, schedule appointments, and reserve meeting rooms.
Maintain filing systems, contact databases, and employee lists, including updates, retention, and disposal.
Locate and compile information; format reports, graphs, tables, records, and other information sources.
Assemble and categorize facts and figures for written computations and calculations.
Complete request forms for ordering, tracking, and receiving office supplies and services, and coordinate office supplies and equipment as directed.
Coordinate and implement office services, including purchasing, records control, projects, and budget accounting operations.
Interpret and communicate operating policies, procedures, and flowcharts.
Coordinate the collection and preparation of financial and operations reports.
Use software applications, including spreadsheet, database, statistical, and graphics packages, to assemble and generate electronic documents and manipulate or format data and reports.
Provide clerical support for the Phi Theta Kappa Honor Society program, as appropriate.
Provide clerical support for the General Education Committee and other College committees involving the academic dean or associate dean.
Become efficient with Banner, Canvas, and ARTSYS or related software.
Manage and control student visits, and track and follow up with students who have visited the office.
Answer and screen incoming calls, relay messages, and greet visitors.
Assist with or participate in budget preparation.
Provide general assistance and information to students, faculty, and staff as required.
Contact people by phone, email, and office visits to discuss and plan room and event scheduling.
Perform other related duties as assigned.