Administrative Assistant
Under the direction of the Director of Operations and Strategic Initiatives, the Administrative Assistant will be responsible for supporting the day-to-day operations of 10,000 Small Businesses at LaGuardia Community College. They will play a vital coordination role in ensuring program operations are effective for program scholars and staff, and that the business services and education services components are tightly coordinated, including providing support to the Executive Director in scheduling key meetings and activities.
The Administrative Assistant must be self-directed. They will be able to effectively interact with program staff and participants. The successful candidate will take initiative, be outcome-oriented, a problem solver, a skillful communicator, creative, and an effective collaborator.
Core Responsibilities :
- Provide support to the Director of Operations and Strategic Initiatives with the coordination of day-to-day operations for the program, including the entire application process and preparation of classes
- Ensure program materials needed for each module and clinic are prepared in advance
- Ensure program components are scheduled in a timely fashion, like additional classrooms or space needed
- Utilize technology to capture information related to program participants
- Answer telephones, schedule meetings, and perform data entry
- Interact with participating scholars to provide relevant, accurate, and timely information related to schedules, events, and administrative matters
- Serve as point of contact for vendors, such as water; office supplies; food; and college department partners, including IT, building and grounds, security and facilities
Specific Tasks :
Answer the telephone and route messages to appropriate staffAssist with the application process, including uploading materials and following up with candidates directly via telephone or email for missing materialsAssist with the setup for all classes and clinics, ensuring moveable walls are adjusted appropriately for each moduleCoordinate with IT and / or facilities to address any specific requirements, such as technical support or temperature control adjustments from building and groundsPrepare and print all materials needed for the launch of a cohort and all classes, clinics and events, including name badges, name plates, sign-in sheets, and all necessary suppliesOrder office supplies, including liaising with the appropriate college staff for any office equipment or other suppliesConfirm additional space or classrooms needed for a specific module, clinic or event is done prior to the start of a cohortOrganize and plan menu for all classes, clinics and events, from breakfast, coffee, water, lunch, afternoon snacks, including liaising with caterer to confirm order and serve as point of contact with delivery person to ensure food is delivered in a timely mannerUpload menu for each class onto Canvas for scholars to see prior to class. Ensure food and refreshments are set-up for every class, clinic or eventHandle the process of submitting purchase orders for all items, and payment of invoices after consultation with Director of Operations and Financial AnalystManage the dedicated email account for 10,000 Small Businesses daily and main telephone line and ensure that requests or questions are routed to the appropriate staffConfirm and handle any request for parking with the appropriate office and any paymentsOther duties as assignedQualifications :
Associates Degree required from an accredited school in Business, Public Administration, Government Affairs or related field and at least three to five years' experience in administrative duties. Bachelor's degree preferred.Strong Microsoft Office skills and knowledge of technologyExcellent spoken and written communication skillsDetail oriented with excellent follow throughOutgoing personality and ability to interact with people of diverse backgroundsMust be a passionate advocate for the program, its participants, and LaGuardia Community CollegeAbility to work a flexible schedule, especially on class days, program events and alumni eventsThis is an in-person position with the option of some remote work. Appointments are subject to availability of funding and satisfactory performance