Junior Administrative Assistant

The Westchester Community College Foundation, in partnership with SUNY Westchester Community College, provides scholarship, financial, and programmatic support to promote student success both in college and beyond. The Junior Administrative Assistant supports the Executive Director of the Foundation and Executive Administrator. Support will include calendar management, meeting logistics, and general administrative functions.

The Junior Administrative Assistant will manage Foundation front office reception and general information for foundation operations. This position requires strong organizational and verbal communication skills. Good knowledge of the principles and practices of administration, office management and personnel management is important. Office tasks include timesheet distribution, mailings, meeting and event preparation (parking, room reservation, copies, work orders, meeting clean up, outlook calendar reminder, name tag printing, etc.), mail receiving, sorting, and distribution and departmental clerical assistance. The incumbent will prepare Excel spreadsheets and design information presentations (i.e. Power Point) for accounting analysis, special events, grant preparation & meeting presentations. The Junior Administrative Assistant will write confirmation letters, mail merge projects (labels, letters, etc.) and proofread printed material, which requires strong writing and computer application skills. They will gather, organize and summarize in report form financial and statistical data for development grant proposals. The incumbent is responsible for exercising independent judgment in relieving principals of administrative details.

The Junior Administrative Assistant:

• Supports the work of the Vice President, External Affairs/Executive Director WCC Foundation and Executive Administrator, and other staff as needed, including email correspondence, calendar management, and meeting scheduling and coordination;
• Handles logistics of Board, Committee, leadership, and staff meetings;
• Manages front office duties including phones, ordering office supplies, overseeing facility needs and placing work orders, daily mail distribution, and check log;
• Provides assistance to other members of the department staff as needed;
• General administrative tasks, filing, and other duties and projects as assigned.

REQUIRED QUALIFICATIONS: The successful candidate must possess a High School Diploma or equivalent and five years of experience where the primary function of the position was in a staff or administrative support capacity, or where the primary function of the position was supervision of clerical positions. Knowledge of Microsoft Office Suite applications is necessary.

All candidates must have evidence of responsiveness to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students and evidence of equity-minded practice in all college policies, practices, and personnel.

PREFERRED QUALIFICATIONS:

• Proficiency in Microsoft Office Suite, TEAMs and Zoom required. Knowledge of database management preferred;
• Strong organizational and time management skills; ability to handle competing priorities and take initiative when appropriate;
• Strong interpersonal skills with the ability to interact professionally and communicate effectively with all levels of staff and constituents;
• Ability to work both collaboratively and independently;
• Attention to detail and ability to handle sensitive information discreetly;
• Strong problem-solving skills and the ability to adapt to changing priorities.