Education Division Administrative Assistant

Job Description

Job Description

Department

Academic Affairs Education Division

Personnel Definition

Classified Regular Full-Time Schedule D

Term of Employment

10 months/year (22 pay periods)

FLSA

Non-Exempt

Supervision Received

Supervision (chain of command) are:

• Education Division Chair • Vice President of Academic Affairs and Student Success • President

Supervision Exercised

None

General Statement of Duties

The Education Division Administrative Assistant is responsible for providing administrative, clerical, and organizational support to ensure the efficient and effective operation of the Education Division. This position provides support to the Education and Early Childhood Education programs while assisting with the coordination of youth activities, dual enrollment initiatives, college preparation, leadership development, cultural programming, community outreach, and other Education Division initiatives. The successful candidate must demonstrate professionalism, strong organizational and communication skills, exceptional customer service, and the ability to manage multiple priorities while maintaining confidentiality. This position requires flexibility to work Monday and Thursday afternoon/evening hours and occasional weekends to support Education Division programs, youth activities, recruitment events, community outreach, and special projects. The individual in this position contributes to the overall success of the Education Division by providing exceptional administrative support while fostering positive relationships with students, faculty, staff, parents, community partners, and the public.

Specific Area of Duties

Primary Responsibilities:

· Provide administrative and clerical support for the Education Division.

· Coordinate office operations, calendars, meetings, correspondence, records, and reports.

· Assist faculty and staff with daily administrative functions and program operations.

· Coordinate and assist with youth activities and educational programming, including dual enrollment, college readiness initiatives, leadership development, cultural activities, workshops, camps, and community outreach events.

· Assist with planning, scheduling, and implementation of Education Division events, trainings, meetings, recruitment activities, and special projects.

· Maintain student, program, and grant records while ensuring confidentiality and compliance with institutional policies.

· Assist with grant-related documentation, tracking, reporting, and data collection.

· Prepare reports, correspondence, forms, presentations, and other administrative documents.

· Serve as a point of contact for students, parents, faculty, staff, community organizations, tribal departments, and external partners.

· Maintain office filing systems, inventories, and departmental records.

· Operate standard office equipment and utilize Microsoft Office Suite, Google Workspace, and other institutional software systems.

· Assist with purchasing, travel arrangements, event logistics, and departmental budget documentation as assigned.

· Work collaboratively with faculty, staff, and community partners to support Education Division goals and student success.

· Perform other duties as assigned.

Qualifications

· Associate of Arts (AA) Degree in Education or a related field required.

· Three (3) years of progressively responsible administrative or office experience.

Knowledge, Skills & Abilities Required

Required Skills and Qualifications:

· Excellent verbal and written communication skills.

· Strong organizational and time-management skills.

· Ability to prioritize multiple assignments while meeting deadlines.

· Excellent interpersonal and customer service skills.

· Ability to maintain confidentiality and exercise sound judgment.

· Proficiency in Microsoft Office Suite, Google Workspace, and database management systems.

· Ability to work independently with minimal supervision and collaboratively as part of a team.

· Ability to establish and maintain positive working relationships with students, faculty, staff, tribal departments, community organizations, and the public.

· Knowledge of grant documentation and reporting procedures is preferred.

· Ability to work effectively with children, youth, families, and diverse populations.

· Ability to work a flexible schedule, including Monday and Thursday afternoon/evening hours and occasional weekends to support Education Division programming.

Complexity

This position requires professionalism, sound judgment, initiative, confidentiality, and the ability to manage multiple priorities effectively in a fast-paced environment. The incumbent must demonstrate excellent customer service while representing the Education Division in a professional, courteous, and respectful manner.

Personal Contacts

Have contact with personnel in all departments, students, Board of Trustees, Blackfeet Tribal departments and programs staff, and other related entities and persons that are necessary to contact to conduct the day-to-day business operations of the Education Department.

Physical Demands

This position requires extensive use of computers and standard office equipment. Duties include prolonged sitting, standing, walking, bending, reaching, and occasional lifting of office supplies, educational materials, and program equipment up to 25 pounds. The work environment is primarily an office setting with occasional travel and participation in community events, youth activities, and educational programming.

Guidelines

This position will be guided by:

● Position Description

● BCC Policies and Procedures Manual

● BCC Catalog

● All applicable tribal, federal, and individual policies, laws, rules, and regulations as they apply.