"Administrative Assistant Senior"

Job Summary

Incumbents provide medium complex and non-routine administrative support for an assigned department or supervisor.

Specific Duties & Responsibilities:

• Proficiency in Spanish, Arabic, or Vietnamese preferred
• Support ESL student enrollment and outreach in collaboration with the ESL enrollment team during key times of the academic year
• Assist with event planning for the Carter Art Center Gallery
• Plan and coordinate the ESL International Festival held each November
• Manage logistics for the annual 18th and Vine Jazz Festival in Spring, including entrance fees, contracts, and invoicing

Essential Functions

• Performs customer service duties to include providing information and responding to questions/inquiries regarding department policies/procedures via phone, email, or in person; Greets and directs visitors, students, or staff to appropriate personnel or department
• Assists with department programs and projects; work may involve assisting with interviewing new hires, program instructors, and other staff; assist in creating training plans and procedures and assist with training new colleagues in various processes; negotiating contracts; scheduling and coordinating appointments, classes, meetings, activities, or events; maintains calendars, prepares meeting agendas and transcribes meeting minutes; setting up rooms; planning events, to include contacting vendors, program participants, and the media; sending invites; proctoring exams; making recommendations to ensure operational efficiency; and assisting with departmental operations as needed
• Prepares, edits, proofreads, sorts, processes, maintains, and/or distributes correspondence, reports, rosters, forms, files, booklets, time sheets, packets, personnel paperwork, work orders, or other documents; work may involve researching and compiling information; performing basic quantitative and qualitative data analysis; maintaining and updating department databases and tracking systems; and utilizing and updating department systems or databases
• Prepares, tracks, sorts, reviews, processes, and/or reconciles various records, invoices, requisitions, bills, check requests, deposits, accounts, reimbursements, travel requests and vouchers, applications, or forms
• Performs office duties to include monitoring inventory; ensuring adequate availability of supplies and materials; ordering supplies; troubleshooting basic tech issues; sorting and distributing mail; and maintaining and updating departmental websites
• Coordinates assignments of and schedules part-time and temporary staff; work may involve prioritizing and assigning work, and monitoring performance
• Plans and implements events, to include preparing promotional and other materials; managing enrollment processes; coordinating with event participants, vendors, media and other parties; and performing other operations related to planning and organizing events/operations/programs
• Assists in creating and carrying out enrollment marketing initiatives through campus technology and social media
• Coordinates with internal and/or external personnel, departments, and agencies to communicate information, respond to requests, serve as a liaison, aid, and facilitate departmental operations
• Member of MCC Cares & Behavioral Intervention Team for Campus – assigns MCC Cares cases
• Perform other duties as assigned

Qualifications, Knowledge, Skills, Abilities and Physical Requirements

Minimum Qualifications:

• High School Diploma OR equivalent (G.E.D.)
• Two (2) years of experience in clerical/administrative support, or related area

Knowledge, Skills and Abilities:

• Knowledge of customer service principles
• Knowledge of computers and related software applications
• Knowledge of recordkeeping principles
• Knowledge of filing principles and practices
• Knowledge of modern office procedures, methods, and equipment
• Knowledge of event planning
• Knowledge of English language, grammar, and punctuation
• Skilled in prioritizing and assigning work
• Skilled in using a computer and related software applications
• Skilled in providing customer service
• Skilled in proofreading and editing documents
• Skilled in utilizing modern office equipment
• Skilled in typing and data entry
• Skilled in planning events and activities
• Skilled in maintaining inventory
• Skilled in maintaining records and files
• Skilled in utilizing communication and interpersonal skills as applied to interactions with coworkers, supervisor, the general public, and others sufficient to exchange or convey information.

Physical Requirements

Positions in this class typically require grasping, hearing, keyboarding, reaching, repetitive motion, standing, talking, visual acuity, and walking. Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Walking and standing are required only occasionally.

Supplemental Information

EEO Statement: Metropolitan Community College is an Equal Employment Opportunity employer that prohibits discrimination or harassment of any person based on race, color, religion, sex, sexual orientation, gender identity, age, birth, ancestry, national origin, or disability. EOE/M/F/Vets/Disabled

Accommodations: MCC is committed to the full inclusion of all qualified individuals. As part of this commitment, MCC will ensure that persons with disabilities are provided with reasonable accommodations in all aspects of employment, including the application process. To request an accommodation and/or a copy of the Americans with Disabilities Act applicant procedures, please contact the Office of Human Resources.