"Administrative Associate, ASAP"

Position Information

Position Title: Administrative Associate, ASAP

Position Type: Staff

Full Time or Part Time: Full Time

Department: Student Affairs

FLSA: Non-Exempt

Grade: 8

Hiring Salary Range: $40,619 - $45,000 Annually (Depending on experience)

Union/Non Union: Non Union

Job Description Summary

Under supervision, performs advanced level administrative and clerical duties to support department management and ensure the smooth operation of programs and services offered to the community. Incumbents carry out a wide range of tasks involving administrative functions and general office support that do not require the direct attention of department leadership. A significant portion of the work focuses on higher-level administrative responsibilities rather than routine clerical or secretarial tasks.

Minimum Qualifications

EDUCATION AND EXPERIENCE

• High school diploma, GED, or equivalent required.
• Four years of related experience, or an equivalent combination of required coursework, certification, and/or specialized training.
• Associates degree preferred.

Criteria

ESSENTIAL TASKS

• Coordinates the administrative and clerical functions of the department including determining proper workflow, setting priorities, establishing filing and record-keeping systems, etc.
• Receives and responds to complaints, concerns and inquiries, etc. by disseminating information of both a routine and confidential nature requiring discretionary judgment and thorough knowledge of departmental policies, procedures, activities, etc. or referring issues and concerns to appropriate party for resolution and following up to ensure satisfactory results.
• Prepares complex forms, listings, informational and statistical reports, documents, etc. by determining required data, gathering, receiving and compiling data from several sources: comparing information to verify accuracy and formatting data appropriately.
• Assists in preparing and monitoring Department’s budget by compiling budgetary information from divisions or work units, drafting budget, entering information into proper account and generating reports for supervisor’s review. Prepares purchase requisitioning received from department staff and submits for supervisor’s signature.
• Participate on a variety of committees to discuss issues of mutual concern and/or to represent department management. May take notes of agreements and plans made by supervisor and arranges for implementation by appropriate personnel.
• Tracks and monitors office supply inventory and arrange for replenishment of items as necessary.
• Performs general clerical/administrative support functions. Composes and/or types letters, forms, memoranda, and reports from abbreviated notes, tapes, and records; transcribes and/or takes minutes of routine meetings; copies materials; maintains filing system; sorts and distributes mail.
• Supervise federal work study students
• Performs other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

• Considerable knowledge of office equipment and machines, including personal computers.
• Computer experience required with Windows and other Microsoft Office products (Word, Access, Excel, and PowerPoint).
• Considerable knowledge of correct English usage and office practices.
• Ability to maintain complex office records and to prepare reports from such records.
• Ability to exercise independent judgment in accordance with established policies and practices.
• Ability to effectively communicate, both orally and in writing form.
• Skilled in using computers and office equipment.
• Some supervisory skills.
• Ability to interact with public.
• Ability to deal tactfully and courteously with the public and with fellow employees.

Job Requirements

PHYSICAL REQUIREMENTS
Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to a, personal computer, calculator, copier, and fax machine. No significant climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, and repetitive motions.

OTHER REQUIREMENTS

• Participate in College late registration activities as needed, including one Saturday in January and August
• Weekly schedule includes one evening shift 10:00 am – 6:00 pm (per week)
• Ability to communicate effectively in spoken and written standard English.
• As required by the 1986 Immigration Act, be prepared to present acceptable documentation showing your identity and that you are a U.S. citizen or an alien who is authorized to work.
• A background investigation will be conducted prior to the offer of employment. A signed authorization for the release of personal information will be required if selected for an interview.

Is Background Check Required? Yes

Posting Number: PGCC41811/12 GFF4

Open Date: 12/18/2025

Open Until Filled: Yes