Administrative Support Assistant II, Advisement and Career Services

Class Description

The purpose of this class is to provide professional level administrative support services to the Advisement and Career Services.

Minimum Requirements

High school diploma/GED and five years related office experience or Associate’s Degree and three years related office experience; knowledge and experience using Microsoft Office applications; must complete and pass Microsoft testing modules which includes Word and Excel and demonstrate the ability to type 30 wpm. (Candidates with proof of current Microsoft Office Expert Specialist Certification do not need to test.).

Class Specific Essential Duties

1. Assist and provide information to students, faculty, administrators and the college community.
2. Assist in planning meetings, special events, and with special projects.
3. Serve as liaison between department or program and other offices or organizations.
4. Research, analyze and process data into college systems.
5. Maintain records and files.
6. Answer, screen and direct telephone calls.
7. Compile reports, documents, forms and correspondence.
8. Create and track check requests, requisitions, work orders and other request forms.
9. Process and manage all relevant course, program and/or personnel paperwork.

Position Specific Essential Duties

1. Provide administrative support to the Advisement and Career Services department and administratively assist the Director of Advisement and Career Services with maintaining confidential personnel, department files, supplies, inventory and office equipment.
2. Coordinate and execute routine communications with employer contacts and industry partners, including scheduling, follow-ups, and information sharing related to Career Services operations.
3. Provide budgetary and financial support by tracking expenses; processing transitions such as expense reports, reimbursements, and purchase orders; and working closely with the finance office to ensure proper tracking and reporting for internal departments and partners.
4. Hire, train, and supervise work-study students and part-time office support associates within the department.
5. Serve as the liaison between Human Resources, Payroll and budget supervisor to facilitate the hiring process, onboarding, and other human resource functions such as time reporting, I-9, Family and Medical Leave Act (FMLA), and contracts.
6. Coordinate event planning including sending invitations, scheduling, and submitting work requests to the Plant Operations department.
7. Represent the department at internal college meetings and serve as a point of contact for inquiries from external vendors, including coordination related to career fair participation and associated fees.
8. Maintain departmental databases and internal staff directory information, ensuring accuracy, consistency, and timely updates.
9. Exercise discretion and maintain confidentiality when handling student complaints, following established department procedures and referring students to the appropriate resource or personnel.
10. Support departmental and staff evaluation processes by assisting in the collection and organization of feedback from students, faculty, and staff.
11. Engage in ongoing staff development and training related to CCBC systems, including Banner, SharePoint, Element451, and additional systems as required.