Administrative Assistant, Conference Center, Part Time Temporary

Description

The Conference Center Administrative Assistant provides a wide variety of administrative and support functions for The Conference Center at GTCC , on the Cameron Campus.

The administrative assistant will at times work independently by taking initiative to ensure efficient daily operations and collaborates with a wide range of internal and external college constituencies, as well as clients, to support the unit effectively.

Responsibilities include but are not limited to the following : prepare payroll, create contracts, assist with purchasing processes, perform word processing / data entry, create both digital and printed signage, duplicate materials, maintain files and critical records, answer / assess telephone inquiries, prepare correspondence, schedule meetings and tasks, arrange travel, assist with budget management, and record meeting minutes.

This position will also assist with event support and operations of The Conference Center at GTCC as well as The Clubhouse at Cameron Campus.

Duties / Functions

• Provide administrative support for Conference Center Director and The Conference Center at GTCC .
• Coordinate schedules including internal and external obligations, including coordination and prioritization of daily appointments and business obligations.
• Arrange meetings : handle communications, travel arrangements, and the processing of related functions and documents.
• Call processing : The person in this position should be able to refer incoming calls to the respective employee or department while ensuring that appropriate calls are referred to the Conference Center Director.
• Provide administrative support to the Conference Center Director relative to committee appointments. Duties include scheduling meetings, preparing agendas, documenting minutes, and preparing exhibits.
• Assist in the hiring processes for the Conference Center by coordinating interview meetings / documents.
• Prepare new hire and separation documents, as well as prepare payroll and manage leave requests for Conference Center staff.
• File and retrieve documents and reference materials.
• Support regional accreditation processes and correspondence.
• Provide exemplary customer service in person, over the phone and via email. Treat customers with courtesy and respect, showing concern for their needs, and investigate and resolve concerns promptly.
• Help interpret policy for students, parents, and faculty / staff.
• Maintain confidentiality of information.
• Maintain budget records : recommend expenditure requests, monitor expenditures to ensure compliance with approved budget, recommend and process budget transfers.

Assist in developing draft budget proposals as necessary.

• Perform purchasing functions : research availability and pricing, assist in developing bid proposals, complete requisitions / contracts and process invoices for approval.
• Prepare reports and / or presentation materials as required.
• Help coordinate planning unit activities and timely completion of planning process / documents.
• Ensure all documents that require a signature are promptly signed and returned to appropriate recipients.
• Provide training and mentoring to other administrative assistants as needed.
• Develop forms for college wide use.
• Serve on college committees and focus groups.
• Demonstrate and model the college’s employability skills : adaptability, communication, information processing, problem solving, responsibility and teamwork.
• Perform all other duties as assigned.

Difficult Challenges

• Prioritizing work between GTCC and GC3 ( GTCC Corporation for Creativity and Commerce) entities.
• Interacting with constituents up, down and across the organization as well as external clientele
• Fast paced hospitality environment with frequent interruptions and constant multi-tasking
• Flexibility in work schedule required to accommodate the business demands

Contacts

• Director of Conference Center, Conference Center Team Members
• GTCC Leadership, Staff, Faculty and Students
• GTCC Departments such as Facilities, ITS and Campus Police
• External clients, both established and prospective
• Vendors, contractors and visitors within the building

Education Required

Associates Degree in Business Administration, Office Management, Hospitality or related field, or at least four years’ of related administrative experience.

Education Preferred

Bachelor’s Degree in Business Administration, Office Management, Hospitality or related field

Experience Required

• Two years of related administrative experience and a proven record of progressively responsible experience in administrative functions, including evidence of experience in the following areas :
• Thorough knowledge of office practices, procedures and equipment to include basic accounting practices to track budget and expenditures
• Proficiency in Microsoft Office products and experience using word processing, developing spreadsheets, developing presentations, and using database software applications

Experience Preferred

• More than 2 years of recent progressively responsible experience providing administrative support
• Experience in a conference center, convention center, special events venue or catering operation
• Experience in an academic setting
• Experience with electronic Customer Relationship Management ( CRM ) database management
• Recent experience with an enterprise student information system (e.g., Colleague)
• Possess an intermediate knowledge of database programs (e.g., Access)

KSA Required

Ability to create, correct and format documents and communications. Work experience with word processing, database software, spreadsheets, presentation and communication software.

Willingness to be continually updated in these skills.

• Ability to work independently with limited supervision.
• Demonstrate initiative in upgrading skills with professional developmental opportunities.
• Ability to handle paperwork and confidential information with discretion and sensitivity.
• Exceptional organizational skills and deadline management with the ability to prioritize projects and tasks.
• Ability to work efficiently and calmly under pressure.
• Strong verbal skills and personable manner in dealing with the public in person and on the phone.
• Ability to compose correspondence with correct punctuation and grammar.
• Strong proof reading skills.
• Ability to communicate effectively both orally and in written form.
• Punctuality and flexibility in time management.
• Neat, professional appearance and attire.
• Proficient computer skills.
• Accuracy and attention to detail is a must.
• Ability to organize and maintain files for ready access.
• Must be willing to work flexible schedules as needed. Will be in constant contact with public at all times.

KSA Preferred

Documented event or meeting planning experience.

Department / Job Specific Requirements

• A valid NC or other state issued driver’s license. Must be a licensed driver due to the fact that when performing duties, it may be necessary to travel to one of several locations as part of the job function.
• Prepare signage for upcoming events, assist with menu formatting and other projects and routine tasks that support the daily operations of the event center.
• Dresses professionally and neat in appearance at all times.
• Assist with event coordination as requested, to include communicating with clients about their needs.
• Compile credit card reconciliation reports and mileage reimbursement forms.
• Knowledgeable in college event scheduling software and Use of Facilities Policy & Procedures
• Able to work a flexible schedule as needed

The following (compliance) training is required and must be completed within the first 30 days of hire with annual refresher training thereafter :

• Ethics
• Safety / Shooter on Campus
• Personal Information Protection Training ( PIP )
• Anti-Discrimination / Harassment & Title IX
• Other training may be required as determined applicable.

Physical Demands

Physical Activity : Long periods of standing and or walking

Environmental Hazard(s) :