Operations Administrative Assistant
- Title: Operations Administrative Assistant
- Category: Confidential
- FLSA: Non-exempt
- Grade: FF
Under the direction of management, the Operations Administrative Assistant provides a broad range of administrative support functions to senior management requiring judgement and discretion. The Operations Administrative Assistant works independently to respond to complex and sensitive issues and escalates issues as appropriate. The incumbent supports the collective bargaining process with regards to Academic Affairs and Student Affairs.
The Operations Administrative Assistant is distinguished from other administrative support positions by its responsibility for providing high-level confidential administrative support to management involving collective bargaining information.
Typical Duties and Responsibilities
- Provides a broad range of administrative support functions for management which include coordinating office communications, tracking budgets, purchasing, scheduling, workflow, and processing of office forms.
- Coordinates, maintains, and creates various events, schedules, and calendars. Makes travel arrangements and coordinates large group meetings.
- Serves as a primary point of contact for office communications. Prioritizes, composes, and disseminates written and oral information to College personnel, the public, and other internal and external customers. Responds to inquiries.
- Coordinates facilities requests and organizational needs; conducts research and analytical activities involving the gathering of background material and data in support of projects.
- Participates in developing and monitoring budgets, grants, initiatives, and other grant funding sources as assigned. Analyzes financial constraints and timelines, prepares and analyzes financial reports, and prepares requests for contingency fund transfers.
- Purchases and initiates payments for office supplies, equipment, and services.
- Compiles, composes, edits, produces, and distributes a variety of documents including, but not limited to, detailed memos, e-mails, correspondence, reports, speeches presentations and other communications as needed.
- Handles or assists with financial transactions and control procedures. Processes expenditures, purchases, budget transfers and other actions. Develops and analyzes financial reports and maintains selected fiscal records.
- Prepares travel authorizations, employment paperwork, imprest cash, pay-related documents, and/or other related items.
- Takes and transcribes minutes of meetings, including collective bargaining meetings; distributes agendas, minutes, and other materials to attendees.
- Serves as a liaison to or represents the administrator dealings with both internal and external customers and organizations.
- Supports the College’s equity and inclusion goals.
- Maintains confidential files and records for assigned area of responsibility.
- Performs other related duties as assigned.
Work is generally performed in an office environment with frequent interruptions and irregularities in the work schedule. No special coordination beyond that used for normal mobility and handling of everyday objects and materials is needed to perform the job satisfactorily. Position may involve limited local travel and occasional evening or weekend work.
Training and experience equivalent to a high school diploma or GED® and five years of responsible administrative support experience. College or business school training may be substituted for up to two years of the experience requirement.
Knowledge, Skills, and Abilities
- Applicable Federal, State, and Local laws, rules, regulations, codes, and guidelines;
- Office management practices and standard operating procedures;
- Recordkeeping and filing practices and procedures;
- Customer service principles;
- College policies and procedures;
- Budgeting principles and practices.
- Operating modern office equipment;
- Composing, editing, proofreading, formatting letters, and maintaining correspondence, reports, records, and other written materials;
- Taking, preparing, and disseminating meeting minutes;
- Developing, tracking, and monitoring budgetary expenditures and other fiscal items;
- Performing mathematical calculations;
- Analyzing and interpreting applicable laws, rules, regulations, codes, guidelines, policies, and procedures;
- Gathering and conducting research, analyzing information and data, and presenting findings in a concise format;
- Utilizing computer technology used for communication, data gathering and reporting.
- Present materials to groups and individuals;
- Work with diverse academic, cultural and ethnic backgrounds of community college students, staff and other stakeholders;
- Work independently;
- Effectively communicate both in writing and verbally;
- Handle sensitive and confidential matters and situations;
- Understand and follow broad and complex instructions.