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Pierpont Communications · 1 day ago

Administrative Assistant, Student Services

Fairmont, West Virginia, United States

Full-time

Onsite

Entry, Mid Level

2+ years exp

Pierpont Community and Technical College is seeking an Administrative Assistant for Student Services. The role involves providing high-level administrative support to the Associate Vice President and managing a variety of administrative tasks to enhance the efficiency of the office operations.

Communications InfrastructureConsultingPublic Relations

Growth Opportunities

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, pay-related documents, and/or other related items

Participates in processes related to transcripts, including but not limited to the downloading from source, opening, verifying and inputting into the Banner database

Assists with orientation, registration, and other college events as needed

Serves as a liaison to or represents the administrator in dealings with both internal and external customers and organizations

Maintains confidential files and records for assigned area of responsibility

Strictly adheres to Family Education Rights and Privacy Act (FERPA) standards

Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There may be other duties as assigned

Qualification

Office managementBudgeting principlesRecordkeeping practicesCustomer serviceHandle confidential mattersEffective communicationWork independently

Required

Knowledge of applicable Federal, State, and Local laws, rules, regulations, codes, and guidelines

Knowledge of office management practices and standard operating procedures

Knowledge of recordkeeping and filing practices and procedures

Knowledge of customer service principles

Knowledge of budgeting principles and practices

Ability to present materials to groups and individuals

Ability to work with diverse academic, cultural and ethnic backgrounds of community college students, staff and other stakeholders

Ability to work independently

Ability to effectively communicate both in writing and verbally

Ability to handle sensitive and confidential matters and situations

Ability to understand and follow broad and complex instructions

Associates' degree in Office Administration, or a field directly related to the area of assignment, with 2 -4 years of directly related work experience in support of an administrator or work unit

An equivalent combination of education and experience is acceptable