Occupational Summary

The Administrative Assistant is responsible for providing clerical, administrative and project support to the TRIO, Student Support Services program. This position maintains current general knowledge of appropriate college and departmental policies, processes and procedures in an effort to ensure efficiency and integrity of the department. Serves as a point of operational and administrative contact for students on a variety of matters. Participates in the coordination, control and completion of special projects. NOTE: The TRIO SSS Program is funded by the Department of Education on a 5-year funding cycle. Annual appointments are subject to annual reauthorization of federal funds under the Department of Education. Continued appointments are contingent upon the availability of funding.

Essential Duties and Responsibilities

• Performs a wide variety of responsible clerical, technical, administrative and office support duties in support of the department
• Provides customer service and a swift response rate, both in-person and by telephone; screening and directing telephone calls; taking and relaying messages; answering questions from students, employees and the general public
• Performs data entry in Blumen database
• Assists with maintaining staff schedules including making appointments
• Inputs, retrieves and assembles data on project participants; compiles annual reports and project evaluations
• Creates and updates hardcopy and electronic records; pulls and re-files records; purges inactive records and files according to document retention policy and procedures
• Maintains an annual events calendar; coordinates and designs program marketing materials
• Assists with providing workshops, training sessions, cultural enrichment activities, and trips for program participants
• Updates and maintains social media accounts and email lists
• Assists in the coordination, facilitation and delivery of institutional outreach endeavors for program participants
• Prepares purchase requisitions and orders supplies for the department; processes travel documents for department staff and student program participants
• May research, compile and analyze data for special projects and reports
• Performs other job-related duties and projects as assigned in support of the Colleges mission, core values and goals

Minimum Qualifications

• High School Diploma or equivalent.
• Two (2) years' experience in an office environment performing administrative tasks.
• Valid NC Drivers' License.

Preferred: Associate's degree from a regionally accredited institution of higher learning.

Knowledge, Skills and Abilities

Knowledge

• Intermediate knowledge of clerical processes and procedures and standard office procedures; practices and equipment
• Intermediateknowledge of business letter writing and report preparation
• Intermediate knowledge of record control and statistical record keeping

Skills

• Intermediate computer skills and technical proficiency in Microsoft Office applications
• Effective verbal, listening and written communications skills
• Attention to detail and high level of accuracy
• Proficiency with Colleague and Blumen
• Very effective planning, coordination and organizational skills to meet work deadlines
• Interpersonal skills with proven ability to work in a team environment

Abilities

• Ability to record, compile, analyze and summarize data
• Ability to display tact and poise at all times
• Ability to handle confidential information with absolute discretion
• Ability to learn and perform basic student services information systems data entry and database maintenance
• Commitment to diversity, equity and inclusion; demonstrated ability to work effectively with a culturally diverse workforces, including those with different levels of academic preparation and varying physical nd learning abilities, and socioeconomic levels

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