Staff Assistant

Administrative Support Coordinator

To coordinate and carry out a variety of key administrative support functions of a college division, department or program.

Characteristic Duties & Responsibilities

• Provide general administrative support to school administration, faculty and students.
• Plan, coordinate and carry out all daily activities/operations related to assigned administrative functions.
• Process incoming maintenance work requests, and radio dispatch proper personnel as required to address urgent requests.
• Process all facilities related invoices for approval.
• Handle inquires including walk-ins and phone calls; greet and direct visitors including at open house functions, with a positive, friendly and cooperative customer service attitude.
• Accept delivery of all incoming packages, sort and distribute mail.
• Maintain office supply inventory and order supplies as needed. Work with facilities department to assure building and equipment are in good condition and properly maintained complete work orders when necessary.
• Assist in department budget planning. Monitor expenditures and process budget documents.
• Assist in designing, implementing, and maintaining departmental filing, record-keeping and reporting systems.
• Assist in campus event scheduling, coordination, and associated billing procedures.
• Coordinate, initiate, prepare, process and/or monitor a variety of forms, records, schedules, reports, and other documents related to assigned administrative functions, ensuring timely and accurate completion/review of documents by department/College personnel, students, parents, and/or individuals outside of the College.
• Organize and coordinate various department activities and events, including, but not limited to, arranging for all necessary facilities, staffing, scheduling, and advertising/promotion.
• Develop (write, design, draft, edit, etc.) various documents related to assigned functions, such as policy and procedure manuals, instructional materials, and the like. Assist with department website maintenance.
• Participate in key departmental planning activities related to assigned functions, with a focus on: compiling background information/data needed for planning purposes - drafting outlines, policies, procedures, forms, and related instructional/promotional material; coordinate the implementation of new program plans or operating policies, procedures, and schedules.
• Plan and prepare a variety of regular and special reports related to assigned functions, involving background research, compiling and analysis of data from a variety of sources.
• Serve as liaison with students, faculty, staff, parents, Trustees, alumni, vendors, and/or other key internal and/or external department constituency; present information on department programs; explain, interpret and enforce standard policies and procedures; process special requests; discuss, investigate and resolve problems, referring to supervisor and advising on appropriate action to be taken as necessary.
• Perform other specialized/technical tasks related to assigned functions.
• Train and supervise the daily activities of assigned student workers.
• Perform other duties as assigned.

Supervision Received: Minimal supervision is received from a senior administrator or department director.

Supervision Exercised: Administrative and functional supervision of student workers.

Minimum Qualifications: Associates degree, plus three to five years of relevant experience or a combination of education and experience from which comparable knowledge and skills are acquired.

• Proficiency in the use of Microsoft Office Suite, especially Word, Outlook and Excel.
• Demonstrated experience with a full range of moderate to complex clerical work assignments involving the use of judgment and discretion.
• General working knowledge of applicable higher education infrastructure, policies and procedures. Thorough knowledge of office management methods, procedures and practices.
• Good planning, organizational, administrative, and analytical skills to ensure multiple deadlines are met.
• Ability to work with confidential information and to apply maturity and discretion in the daily operational role.
• Strong customer service experience.
• Effective communication skills including the ability to deal effectively with a broad range of individuals and groups within and outside the college.

Scheduled Hours Weekly: 37.5

Budgeted Wage for this Position: $18.57 per hour.

Exempt Status: Non-Exempt

Grade: S09

Unit Determination: VSC Staff Federation - Vermont State Employees Association