Sr. Administrative Assistant

Sr. Administrative Assistant - District Office

Essential Job Functions :

Assure that you have complete knowledge of appropriate procedures and take measures to assure safe outcomes for all tasks undertaken.

Provide administrative support for the department, department leaders, and staff including maintaining and distributing presentations, letters, emails, mail mergers, distribution lists, invitations, programs, announcements, and other requested communications.

Interface daily with administrators, various departments, visitors, and staff.

Schedules and coordinates multiple meetings and room reservations for the department. Records and transcribes meeting minutes.

Receive guests, answer phones, and serve as the initial point of contact for the office. Redirect calls to the appropriate staff / administrators as pertinent.

Ensure all phone calls are answered during normal business hours and all voice messages are responded to promptly.

Provide administrative support for department and capital construction projects. Ex : processes budget transfers, requisitions, and invoices as needed using Banner and Kahua management software and maintains various related electronic documents.

Schedule and coordinate conference, training, and travel arrangements for department personnel. Process expense reports and direct pay for leaders.

Plan, schedule, and coordinate meetings, activities, and special events hosted by the department.

Provide administrative support services for the Building Committee. Ex : Coordinate meetings, manage attendance, prepare and distribute presentation material, coordinate live streaming of meetings, transcribe meeting minutes, and coordinate publication of final reports.

Scan, store, file, and manage documents in accordance with department procedures.

Quarterly tracking and invoicing for Bezos's Academy Children's Center.

Processes expense reports, P-card statements, and related records.

Oversee department office supplies, maintain the coffee bar, and manage workroom equipment.

Access Control support for District Administrative Buildings.

Additional Job Functions :

Performs other duties as assigned.

Knowledge, Skills, and Abilities :

Must project a professional demeanor, demonstrate excellent phone etiquette and communication skills, and possess proficiency in Microsoft 365 core productivity applications and cloud services.

emphasis on Excel, Word, Adobe Acrobat, Outlook, Teams, Zoom)

Must have strong attention to detail, with exceptional accuracy in proofreading, grammar, and spelling.

Must thrive in a team environment, demonstrate flexibility, possess strong public relations skills, excel in managing details and deadlines, handle multiple tasks efficiently, analyze and resolve problems, and work independently.

Ability to embody and uphold the College's core values.

Required Education :

High school diploma or equivalent

Preferred Education :

Above requirement plus one (1) year of specialized or technical training beyond high school.

Required Experience :

Three (3) years of administrative support experience, or an equivalent combination of education and experience necessary to perform the essential duties of the role.

Proficiency at an intermediate level in Microsoft 365 is required.

Preferred Experience :

Above requirement including one (1) or more years in a higher education environment.

Advanced skill level in Microsoft 365.

One (1) year of Ellucian Banner Enterprise Management System, Kahua Project Management Software, document management support, and project tracking support experience.

Preferred Licenses / Certifications :

Certified Administrative Professional (CAP)

Microsoft Office Specialist Certification (MOS)

Microsoft Certified Professional (MCP)

Note : This position has limited opportunity for remote work arrangements with appropriate approvals and in accordance with the policies, procedures, and needs of the College.

Salary Grade : 106

Salary is based on the Board-approved salary schedule for the current fiscal year. See Salary Schedule

Requisition Number : req5531

Posting Close Date : 10 / 18 / 2024

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