Description/Job Summary

The Administrative Assistant III coordinates office services such as purchasing, records control, and other administrative activities; interprets operating policies; and exercises independent judgment in resolution of administrative issues . The position supports the development of regular and ad-hoc reports and may perform duties of a sensitive and confidential nature. The position also provides direct administrative support including scheduling appointments, correspondence, data compilation and filing. The Administrative Assistant III is also responsible to provide customer-oriented quality service to the students, faculty, staff and guests of Baltimore City Community College displaying exceptional organization, professionalism, communications and attention to detail.

Responsibilities/Duties

Provide administrative support to senior academic leaders, including drafting email correspondence and generation and distribution of memos, letters, meeting minutes, spreadsheets, forms, and faxes

Assist in the day-to-day operations of the office of Academic Affairs.

Assists with development and preparation of reports and documents.

Attends designated committee/management meetings and takes minutes.

Performs clerical support functions such as preparing correspondence through dictation, composing written material, including letters or memos, and proofreads documents.

Assists with making routine travel and accommodation arrangements;

Assists with special events planning and execution;

Assists with maintaining calendar, scheduling appointments and meeting rooms;

Maintain filing system, contact database, employee list, including updating, retention, and disposal.

Locates and compiles information and formats reports, graphs, tables, records and other sources of information. Assembles and categorizes facts and figures for written computation and calculations.

Completes various request forms for ordering, tracking and receiving office supplies and services for office supplies and equipment as directed;

Coordinates and implements office services such as purchasing, records control, projects and budget accounting operations;

Interprets and communicates operating policies and procedures;

Coordinates collection and preparation of financial and operations reports;

Proficient in various software applications involving spreadsheets, databases, statistical packages, and graphics packages to assemble, manipulate or format data and reports;

Provides clerical support for Phi Theta Kappa (PTK) Honor Society program (as appropriate);

Provides clerical support for the Catalog, General Education Committee, and other College committees which involve the academic Assistant Vice Presidents.

Become efficient with Banner, Canvas, and ARTSYS (or related software);

Manages and controls student visits;

Tracks and follow-up with students who have visited the office;

Answers and screens incoming calls, relays messages, and greet visitors;

Assists with maintaining calendar, scheduling appointments and meeting rooms;

Completes various request forms for office supplies and equipment as directed;

Assists and/or participates in the preparation of the budgets

Interprets and communicates operating procedures and flowcharts;

Provides general assistance and information to students, faculty, and staff as require

Room Scheduling

Makes contact through phone calls, emails, and office visits to discuss and strategize room/event scheduling;

Other related duties as assigned.

Required Qualifications

Associate degree or equivalent

Three years of experience in an Administrative Assistant role

Strong time-management skills and multitasking ability

Experience with Microsoft Office ( Word, Excel, and PowerPoint)

Excellent verbal and written communication

Attention to detail

Ability to handle confidential information

Organizational skills

Dependability

Professionalism