Administrative Assistant IV – Career Technical and Workforce Education (CTWE)

Job Description

Posting Number

84-2024

Position Title

Administrative Assistant IV – Career Technical and Workforce Education (CTWE)

Department

Student, Academic and Workforce Success

Employee Group

Administrative Support

Status

Full-time

Starting Salary Range

$50,760

Compensation Details

Excellent benefits package. Click here to view our benefits summary.

Position Summary

Purpose, Scope & Dimension of Job:

This position provides secretarial support for the activities necessary for the strategic and day-to-day operations of the CTWE department. The Administrative Assistant contributes to the departments effectiveness and efficiency by performing daily/recurring/routine assignments for the ASVP as well as other staff in the department, and by providing high-quality customer service to persons visiting or contacting the Regional Technology Center.

The Administrative Assistant understands the policies, procedures, and priorities of the ASVP and the department as well as the College as a whole and takes responsibility, whenever assigned or requested, to facilitate the timely and accurate completion of tasks and projects.

Given the role of this position in supporting the ASVP, other office staff, and interacting with a diversity of persons, including Mott employees and students, employers, community partners to the College, and senior management, the Administrative Assistant regularly handles important materials and information and must perform in a professional, confidential and courteous manner at all times.

CTWE manages the functions of Student Employment, Corporate Services, Lifelong Learning, FABLAB, and provides leadership in the Technical, Business, Health and Human Services, and the Workforce & Economic Development divisions. The volume of work varies, and is dependent upon the need for employment, training, and customized options in response to the continuous learning and economic development needs of surrounding employer/employee communities.

Minimum Requirements

Minimum Required Knowledge, Skills, and Abilities:

1. Associates Degree.
2. Three or more years of experience in an office setting.
3. Three or more years in roles that include significant customer service experiences.
4. Demonstrated ability to compose letters, memorandums and various other correspondences with accuracy, professionalism, and sophistication.
5. Basic computer skills to include current versions of word processing, spreadsheet, presentation, email and calendar software (i.e. Microsoft Office, PowerPoint, Excel, Access, Outlook, Gmail, Google Calendar).
6. Experience processing invoices, purchase orders and requisitions using an ERP system (e.g. Datatel, PeopleSoft, Banner, etc).
7. Demonstrated ability at taking notes effectively and producing meeting notes efficiently and accurately.
8. Experience supporting a multi-person office or team, including scheduling joint meetings, ordering supplies, answering phones, and participating in meetings.
9. Confidentiality, integrity, and good judgment, with strong interpersonal skills including the ability to perform duties in a responsible, cheerful, positive, courteous and professional manner.
10. High level of accuracy and detail orientation.
11. Superior judgment (in the areas of human relations, interpersonal skills, conveying messages, knowledge of chain of command, knowledge of college culture and personalities).
12. Ability to prioritize work consistent with the priorities established by the ASVP and the College.
13. Significant acumen and ability in the areas of workplace collaboration and diplomacy.
14. Significant ability to work effectively and collaboratively with a variety of personalities and behavioral styles, and to work with people from diverse backgrounds.
15. Significant problem-solving skills and independent judgment in fast-paced, emergency, or crisis situations.
16. Ability to understand, navigate, and act upon “political” issues in the workplace with tact, diplomacy, and professionalism.
17. Ability to represent the department and Mott Community College in a highly professional manner, including appropriate workplace dress and etiquette.
18. Available and responsive during regular work hours and after hours and on weekends as needed.
19. Experience working as a team member in a multi-member office or other setting.
20. Ability to plan, prioritize and organize with appropriate follow-up.
21. Ability to work flexible hours as necessary to maintain office operations.

Additional Desirable Qualifications

1. Bachelors degree.
2. Prior experience working for senior level management in an organization of similar size and complexity.
3. Two or more years of significant project management experience.
4. Knowledge of, and conversant with, branding, marketing, and communications techniques.
5. Experience with Datatel preferred.
6. Knowledge of, and conversant with, establishing and maintaining relationships with corporations and public/private sector entities in a higher education context.
7. Experience conducting research on potential partners, including individuals, corporations, and government.

Physical Requirements/Working Conditions

Physical Requirements:

1. Must be able to remain in a stationary position approximately 80% of the time.
2. The person in this position needs to occasionally move about inside the office to access filing cabinets, the ASVPs personal office, storage areas, etc.
3. Constantly operates a computer and other office productivity machinery.
4. The person in this position frequently communicates with others, oftentimes in a time sensitive fashion, on a wide variety of topics and must be able to exchange accurate information in these situations.
5. Routinely moves supplies, boxes, and equipment weighing up to 60 pounds short distances.

Unique Aspects of Job:

The Regional Technology Center is one of the key public faces of the College, with significant daily interactions with local, state and national corporate partners and high-level stakeholders – and the Administrative Assistant is often the first point-of-contact for both the internal and external college community. As such, he/she must be able to understand questions and problems posed by these groups, and confidently communicate with a wide variety of persons over the phone, through electronic communications, and in person. In addition, the Administrative Assistant must be cognizant of certain key individuals (community and business leaders) who frequently meet with the ASVP, and to interact with them accordingly.

Most importantly, a successful candidate must be able to exercise excellent priority-setting skills, judgment, timeliness, and accuracy, in a fast-paced and often fluid environment with frequently changing demands. The individual must be self-motivated, flexible and adaptable, and a team player.

Work Schedule

The normal work schedule for this position is 8:00 a.m. to 5:00 p.m., Monday through Friday. However, this position requires a degree of responsiveness to time-sensitive communications after normal work hours. Additionally, the individual may be required to work and/or attend special events and functions at times outside of normal work schedule (evenings and weekends).

Mott Community College recognizes that remote work can benefit the student, employee and College and will permit employee duties to be performed remotely when it is appropriate, reasonable and feasible based on the Colleges mission and priorities. MCC employees follow a well-defined remote work program. The opportunity for remote work is reviewed on a case by case basis and dependent on many factors including the nature of the job duties and persons suitability for remote work. All hybrid work opportunities are approved by the immediate supervisor and Executive member.

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Job Description