Lead Administrative Assistant - Technologies

Lead Administrative AssistantThe Lead Administrative Assistant is responsible for performing various secretarial duties to support the work of the Division and the Dean. These duties include clerical, office management, preparing various electronic and typewritten documents, filing and managing records, greeting visitors, monitoring and managing the Division's data in the College database, maintaining all of the Division budgets, and consulting with the Dean and other Division personnel to promote consistent application of Division and College polices.Salary: Appropriate placement on ACCS Salary Schedule (Download PDF reader) E2, Grade 3: $47,029 - $65,218 (Salary placement within this range is determined by your documented years of full-time related work experience)Work Hours: Monday through Thursday, 7:45 a.m. - 5:15 p.m.; Friday 7:45 a.m. - 11:45 a.m.Applicants must meet the minimum qualifications and must submit a complete application packet to be considered. A complete application consists of the following:Online applicationCurrent résuméCopy of college transcripts (Transcript of college work verifying degree requirement; must include degree awarded and date confirmed. Unofficial transcripts will be accepted before the deadline, but official transcripts must be received if employed.)Application materials must provide documentation that the applicant meets all minimum qualifications. Applicants must provide information from previous employers documenting full-time related work experience if an offer is made.Essential Duties and ResponsibilitiesPerform general administrative duties.Serve as Office Manager for the Division.Gather budget information from various areas to prepare the Perkins budget each year.Maintain the annual Perkins budget to ensure that items are ordered promptly, working with the Business Office to ensure the college complies with Perkins regulations.Serve as point of contact for all Division Workforce grants and other grants to ensure that items are ordered in a timely manner and all requirements of the grants are met.Monitor and manage all of the Division budgets.Assist Technology students in registering for classes each semester; assist them in developing a MAP plan to guide them through their program of study.Provide administrative assistance to all Division faculty and staff.Maintain calendars and schedules for classrooms and other meeting spaces, balancing multiple schedules and priorities.Arrange orientation each year for new students.Maintain electronic database of files for student and program records.Maintain strict confidentiality of all work-related discussions, observations and documents.Greet in-person visitors and respond to their needs appropriately.Answer a multi-line phone system and direct calls appropriately.Screen, route, and coordinate pick-up of incoming mail including email.Receive, input and process paperwork ensuring items are submitted in a timely manner.Discern when confidentiality in work needs to be maintained and maintain that confidentiality.Type and transcribe letters, memos and other correspondence or written documentation.Take meeting minutes as directed.Request/arrange IT support.Assist with registration for all programs as directed.Coordinate, create and maintain filing systems.Alert supervisor of any issues that are in need of upper management attention.Operate Excel or other database software to track, sort, format and analyze data for a variety of purposes including reporting and data analysis (data reports).Load information into Banner or other software.Proof and edit correspondence and documents.Input and process purchase orders as well as other information into Banner.Perform research via the internet or other channels to gather information, answer questions, or resolve issues.Utilize computer programs to mail merge documents and create labels.Make travel arrangements including airline tickets, hotels, cars, etc.Order supplies.Create, proof and edit presentations in PowerPoint or other presentation software.Conduct facility reviews.Submit maintenance work orders or request/arrange janitorial support.Maintain classroom and office area including equipment.Prepare meeting agendas.Create duplication of materials for others.Perform all duties with professionalism.Perform related work as assigned.QualificationsA minimum of two (2) years (64 semester hours) of postsecondary education in Business Administration or related field is required.A minimum of five (5) years of work experience as an Administrative Secretary or Administrative Assistant is required.Ability to utilize Excel or other database software (such as Access) to enter, format, sort and analyze information and prepare reports is required.Ability to utilize Word or other word processing tools to prepare and communicate information is required.NOTE: Applicants will be required to complete a skills assessment test as part of the screening process. Applicants must complete the test no later than October 22, 2026. No testing for this position will be allowed beyond this deadline date. Failure to complete this testing will deem your application incomplete. Incomplete applications are not forwarded to the search committee for consideration. To schedule an appointment to test, please see will be given to candidates who can demonstrate through their experiences and accomplishments:Expert knowledge in utilizing PowerPoint to create visual presentations;Ability to utilize Banner Administrative Software for inputting and locating information;Prior experience working with the Perkins grant and other Workforce Development grants, including maintaining the budgets for this type of grants;Prior experience advising and registering students;Prior experience in new program application (ACHE) and accreditation applicationsAbility to maintain confidentiality of office information;Ability to work under tight deadlines and to handle multiple tasks and various situations in a calm and professional manner;Ability to work with minimal supervision and work independently;Ability to draft letters and other correspondence;Ability to operate in high-pressure situations and respond to problems in a calm manner;Ability to proofread and correct documents according to rules of grammar and business etiquette;Ability to make decisions based on correspondence, data analysis, or other information;Ability to follow instructions and adhere to prescribed routines;Knowledge of generally accepted office practices and procedures;Knowledge of general budgeting and accounting processes and procedures and tracking;Knowledge of FERPA;Knowledge of community college policies and procedures;Skills in using a computer (including tablets), multi-line phone system, copier, scanner, calculator, printer and AV equipment;Conscientious; driven to do one's best at all times;A focus on details;Willingness to learn new things and apply that learning;Willingness to maintain flexibility in order to meet needs of students, faculty and administrators;A positive attitude regardless of circumstances at hand;Willingness to learn all relevant aspects of the operation.Confidence in decision making and communication skills.Knowledge of rules of grammar.Knowledge of generally accepted office practices and procedures.Ability to follow instructions and adhere to prescribed routines.Ability to utilize and search the internet for information.Ability to multi-task and prioritize issues.Ability to work and communicate with a variety of people from diverse backgrounds.Ability to operate in a professional manner at all times.Ability to greet individuals of any background with friendliness, tact and courtesy.Ability to manage "upward" to ensure the schedule and priorities of manager are maintained.Conscientious- care about how work is done and wanting to do a good job.Initiative- responding to downtime by taking responsibility to do other work.A focus on detail.A focus on being friendly and patient in responding to customer needs.Willingness and desire to learn new things and apply that learning.Willingness to maintain flexibility in order to meet customer needs.A positive attitude regardless of circumstances at hand.