Administrative Assistant I, Entrepreneurship Center - PT

Under the general direction and supervision of the Director of the Entrepreneurship Center, the Administrative Assistant I provides support for the Entrepreneurship Director and Assistant Director. This may include the operation of a computer, printer/scanner/copy machine, and telephone system. Prepares correspondence, reports, and purchase orders, prepares and maintains Focus Suite tenant files, prepares rent invoices, prepares email newsletters and maintains supplies. Responds to inquiries regarding entrepreneurship services from students, college staff, tenants, and the general public. Receives visitors and directs them to appropriate locations. This is a part-time regular position scheduled for 28 hours per week.

Essential Functions

Software Duties: Proficient in Microsoft Word and Excel; quickly learn PowerPoint and other software like Adobe, HubSpot CRM, and Asana as well as other computer software as needed.

Reception Duties: Operate telephone equipment and direct incoming phone calls to appropriate persons. Supply general information to callers, distribute messages appropriately and greet and direct those needing assistance.

Prepare and Maintain Records and Reports: Prepares and maintains electronic filing system, purchase orders, budgetary forms, work orders, employee expense reports, leave requests, statistical records, claims for reimbursement, assists with grant proposals, input Focus Suite tenant information into HubSpot CRM, and prepares records relative to Entrepreneurship. Maintain room scheduling records, confidential files, and other information and records unique to Entrepreneurship. Responsible for monitoring Entrepreneurship Center brochures, flyers, and other printing needs for various department areas. Initiates printing/copying orders to ensure an adequate inventory of printed materials. Other duties as assigned.

Operates Office Machines: Personal computer, printer/scanner/copying machine, and telephone/answering system.

Communication and Correspondence: Communicates daily, both verbally and in writing, with campus personnel, instructional staff, and other organization personnel. Responds to inquiries by composing replies and preparing written correspondence. Prepares other printed materials such as memos, reports, labels, proposals, work orders, and expense vouchers. Communicate with the Director in a timely, factual, clear, concise, and meaningful manner.

Maintain Office Supplies and Equipment: Maintain inventory of various supplies for Entrepreneurship Center. Order, receive, and distribute office supplies as needed.

Promote/Support Diversity, Inclusion, Equity, and Access

Work toward creating a welcoming, inclusive, equitable, and productive work and learning environment, where all students, faculty members, and college employees are valued and may contribute to their full potential, regardless of their differences. Make concerted efforts to implement accessible and inclusive practices and processes aimed at creating a diverse and equitable learning and work environment. Commit to fostering and maintaining a safe environment of respect and inclusion for students, employees, and members of the community, and promote and support the College's policies and programming related to access, fair employment, EEO, equity, inclusion, and diversity.

Marginal Functions

• Maintains supply of brochures, booklets, college catalogs, and other displayed material.

• Organizes and displays the materials so they are readily available for student/customer use.

• May assist students and other outside persons regarding Entrepreneurship inquiries.

• Prepare all outgoing and incoming mail.

• Assists with Center and campus public relations activities such as weekly Perk Up Coffees, workshops, and teleconferences.

• Prepares special projects assigned by the Director.

• Attend meetings as needed or assigned by the Director.

• Clerical support in other parts of the College, as assigned.

• Perform other related duties within the division/program as assigned.

• May be required to perform associated duties, functions, or assignments in other divisions/programs/areas as required.

• Perform other College functions and duties as assigned.

• Must be able to work varied days, hours, shifts, locations, and campuses as required. Work schedules (hours/days/work location) are scheduled by Southeast Community College based on the needs of the College. Work hours, shifts, days, and work locations may vary depending on the needs of Southeast Community College and are subject to modification. Emergency or scheduled special activities may require hours outside of the regular workweek.

Required Knowledge, Skills, and Abilities

• Knowledge of and experience in operating a personal computer performing word processing, database, e-mail, and spreadsheet software functions.

• Knowledge of and/or experience in Microsoft Office products including Word and Excel.

• Knowledge of and/or experience in business letter production, proofreading, filing, and office record-keeping systems.

• Skill and ability to perform the above functions consistently and accurately while meeting multiple demands and deadlines.

• Ability to work and communicate with a diverse group of students, staff, and the public in a factual, clear, and concise manner.

• Strong customer service skills and etiquette.

• Knowledge of and experience in performing basic math functions and using basic Business English.

• Knowledge of the principles of Entrepreneurship is preferred but not required.

• Ability to lift and carry up to (50) fifty pounds for short distances, and move tables, chairs, and media equipment.

• Ability to communicate effectively both in writing, in person, and on the phone.

• Ability to use basic computer skills.

• The individual must possess the above skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Minimum Qualifications

• High School graduate or GED.

• Minimum of two (2) years office/clerical experience or one (1) year office experience plus one (1) year of related training.

Desired Qualifications

• AAS degree in post-secondary secretarial/office education program.

• Experience in maintaining organization, expediency, quality control and work flow for assigned duties.

• Ability to be resourceful and creative in assigned duties.

• Able to provide support for all individual working in correspondence with the Entrepreneurship Center.

• Ability to develop Entrepreneurship publications and to work in the partnership with the public information office.

Salary

$16.70 per hour