Administrative Assistant- Community & Workforce Development Division (Maumee)

Applications are being accepted for an Administrative Assistant to the Community & Workforce Development Division. This position serves as the first point of contact for the Division and provides exceptional customer service to learners, staff, and community members.  The Administrative Assistant is responsible for routine and non-routine administrative tasks while also assisting the daily operations of the department.  In addition, this position is responsible for developing and maintaining administrative procedures related to department operations.

Normal weekly hours 40 for 12 months per year.  Start time 8:00 a.m. End time 4:30 p.m. Hours/days will vary due to operational situations, including evenings and Saturdays.

• Provide administrative support to direct supervisor and division/department as a whole.   This may include: answering phones, sending emails, preparing correspondences, mass mailings, processing purchase order requisitions, preparing and processing division/department related material, making travel arrangements, scheduling appointments and meetings, making room reservations, recording meeting minutes, and data entry.

• Serve as a front-line representative for division/department.  Responsible for using discretion, confidentiality, and problem solving to field general questions and assist visitors as needed; provide information, direction, and referrals to appropriate resources.

• Maintain detailed records, generate reports as needed, and manage central filing system for department/division.

• Operate office equipment and software, including but not limited to: Microsoft Word, Excel, PowerPoint, Google Docs, Banner, FLAC, Sakai, and Argos.

• Maintain an inventory of office supplies and equipment and place orders as needed.

• Assist with division/department related events as determined by direct supervisor.  This may include but not limited to: meetings, trainings, graduations, ceremonies, site visits, summer camps, and other college related events.

• Update and maintain procedural manuals.

• Maintain schedule/calendar for division/department and adjust as need arises.

• Update and maintain budget for the division/department (if applicable)

• Assist in the training of student workers and part-time instructors (if applicable).

• Department specific and other similar duties as assigned by direct supervisor.

Education and Experience:

• An Associate degree in office administrative services, related degree, or a combination of education and/or relevant experience required.

• Previous office experience preferred.

Necessary Knowledge, Skills, and Abilities:

• Excellent computer skills as appropriate for the area as well as having the ability to update skills based on new computer technology. This includes proficiency in the Microsoft Office programs as well as Google applications.

• Exceptional customer service skills.

• Ability to learn divisional terminology, programs, and their requirements.

• Ability to operate current, general office machines, computer hardware and software, and college administrative computer system.

• Ability to key at a speed of 50 wpm required.

• Ability to organize and maintain program files.

• Ability to multi-task, identify priorities and maintain attention to details.

• Ability to maintain confidentiality and understand FERPA.

• Excellent interpersonal skills as well as oral and written communication skills appropriate to this position required.

SUPERVISION EXERCISED

None.

RESPONSIBILITY FOR PUBLIC CONTACT

This position will have continual contact with the public.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Northwest State Community College is an Equal Opportunity Employer and educator that does not discriminate on the basis of race, color, national origin, sex, sexual orientation, genetic information, religion, age, disability, or military status in employment or the provision of services.

In accordance with the Americans with Disabilities Act, it is the policy of Northwest State Community College to provide reasonable accommodations to persons with disabilities. When contacted for an interview, an applicant who requires special accommodations due to a disability should notify the Human Resources office at the time he/she is contacted so that proper arrangements can be made for the interview.