Administrative Assistant I/II

Position ID Number:

1247

Posted Date:

Nov 12, 2021

Job Category:

Staff

Department:

Health Sciences – HHPR

Position Status:

Full-Time Staff

Salary Range:

$41,218 – $57,304

Position Summary:

Who we are

If you want to join a values-driven organization that transforms the lives of students, Anne Arundel Community College is the place for you. We provide opportunity for faculty and staff to meet the needs of a diverse student body. Every move we make is done with the intention of helping our students achieve academic excellence and remain engaged with their educational goals. Innovation and creativity are at the center of what we do at AACC. We’re looking for forward-thinking individuals who are ready to thrive and grow with us to join our team.

We have a great opportunity for you

We also want someone who understands and supports equity and fairness in the workplace, and the positive impact those standards can have on an organization.

More specifically, the School of Health Sciences, Administrative Assistant I/II (AAI/II) is responsible for ensuring the orderly and efficient delivery of support services to the Dean and ensure the efficient and orderly day-to-day operations of the Dean’s office. The AA II provides administrative assistance to the Dean through day-to-day management of personnel, equipment, budgets and established policies related to the School of Health Sciences Dean’s office. In addition, the AA I/II initiates school purchases and professional travel arrangements through requisitions and procurement; maintains the integrity and security of personnel files and monitors the Dean’s budget. The AAI/II must have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The AA I/II will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Throughout the COVID-19 pandemic, Anne Arundel Community College has acted – and continues to act – with the safety of our students, faculty and staff as the highest priority. All employees must attest to their vaccination status. Those who are not fully vaccinated may be required to submit proof of a current negative COVID test result weekly prior to reporting to work on campus. New employees must complete the Employee Vaccination Certification within three (3) business days of their start date.

Prospective or new employees may seek an accommodation for religious or medical reasons to both vaccination and testing. More details to follow on the accommodation process. Email questions to humanresources@aacc.edu .

Anne Arundel Community College (AACC) is committed to enriching the educational experience it offers through the diversity of its faculty, administrators, and staff members. The college seeks to recruit and support a broadly diverse team who will contribute to the college’s excellence, diversity of viewpoints and experiences, embrace concepts of equity and inclusiveness, and support the equal rights of all people by advancing the understanding and appreciation of differences including age, race, gender, ability, religious convictions, socio-economic status, ethnic heritage, or sexual orientation.

 

Job Duties and Responsibilities:

What you will do in this role

Correspondence: Initiate and compose general administrative correspondence for the Dean’s signature, providing research and background information for the Dean as appropriate. Provide administrative support to the Dean by composing, preparing, editing, typing, tracking and storing correspondence, reports and other documents pertinent to the operation of the School. Ensure all correspondence are accurate and adhere to college policies.

Budget Management: Manage the budget and accounts for the Dean, including initiate and preparing requisitions, budget transfers, purchase orders, expense statements, etc. as needed, using the automated purchasing system. Track all budget accounts for the Dean by researching and resolving problems and initiating reports as needed or requested. Create spreadsheets and reports that fully track all project actions. Alerts the Dean to anomalies and makes appropriate recommendations for resolution.

Tracks and submits all procurement card charges, reconciles and submits expense reports. Assist with the School’s grants including meeting minutes with the grants office, making purchases and managing invoices and due dates, assisting with reports and required documents.

Customer Service: Demonstrate excellent customer service and the ability to deescalate situations. Ensure a professional, friendly image and approach in the office at all times. Respond to visitors, telephone calls, emails and screen to determine the nature and purpose and refer to appropriate offices. Provide Dean with background information to aid in responding appropriately. Function as the liaison for the Dean in all aspects of the School’s responsibilities such as communicating on behalf of the Dean and serving as the liaison between the Dean and students, faculty, staff and external agencies. Represent the Dean by assisting school faculty and staff with procedural and policy matters of the college and provide guidance to work through proper channels. Represent the office of the Dean at meetings as requested by the Dean. Maintain records and files and provide follow-up to resolve problems and prepare related correspondence.

Maintain Schedule: Coordinates and maintains schedule and meetings for the Dean both in-person and virtual. Prepares and distributes meeting agendas as appropriate. Prepare, transcribe and distribute minutes of meetings as requested. Anticipates needs and demonstrates strong problem solving skills. Maintain appointment calendar for the Dean. Confirm all meetings with participants. Participate in, schedule, and coordinate arrangements and announcements for direct report’s, school, committee, one on one and any specific meetings requested by the Dean. Monitor deadlines and provide appropriate research and documentation for meetings as needed.

Office Operations: Establish processes, procedures and systems to ensure smooth and efficient operation of the Dean’s office. Maintain an inventory of supplies and equipment and ensure adequate telephone coverage. Fully resolves operational issues. Receive, sort and distribute mail addressed to the Dean; route correspondence to other personnel for handling as appropriate. Research background and provide Dean with additional information as needed. Review incoming correspondence and track required responses or actions needed. Establish and maintain the Dean’s confidential files for faculty, staff and student matters, correspondence files and other files as necessary for efficient operation of school. Manage computer directories for file security, integrity and consistency.

Office Operations: Assist Dean in interviewing and hiring support staff, temporary and student employees. Initiate internal paperwork for new permanent employees. Coordinate closely with the Dean for any office moves or changes. Make recommendations to the Dean for equipment and furnishing replacements and procure furniture or office equipment as needed. Arrange for repair and maintenance of office equipment and furniture. Liaison between Facilities, Security, Human Resources and other college services to ensure smooth transition of employees during times of office moves or changes, hiring or separating from the College.

Office Operations: Coordinate and schedule meetings, special events or departmental activities including coordinating facilities use, catering, public relations and marketing, and special needs. Collaborate with Instructional Services and Office Managers to ensure arrangements are adequately handled for accreditation site visits; to include but not limited to, making travel and hotel arrangements, ordering catering and ensuring the comfort of the visitors.

Project Management: Arrange professional development activities which include internal trainings, webinars and conferences. Initiate and participate actively in a plan of professional development to ensure currency and proficiency on all software packages, troubleshooting of equipment and spreadsheets, data base, calendaring, e-mail and Internet applications and all travel arrangements. Assist the Dean with the development of presentations, events, meetings. To include, but not limited to, developing project scope of work and timeline, creating presentation materials (i.e., power point) , etc. Develop and manage the School’s organizational chart, staff and faculty directories and email distribution lists.

Other: Train new Office Managers, temporary staff, work study students who support the direct reports of the Dean; Training includes, office expectations day-to-day activities and use of technology. Provide ad hoc technical training for staff; serve as a role model for incorporating technology into the job and for showing others how to adapt technological tools to their work. Other duties as assigned and deemed necessary by the Dean of the School of Health Sciences.

Required Qualifications:

What you will bring to this position

Associate’s degree or higher

Minimum five years of experience in supporting upper management and/or administration.

Very strong interpersonal skills and the ability to build relationships. Demonstrated commitment to creating an inclusive environment and the ability to deal tactfully with all internal and external constituents and the ability to work collegiately with a culturally diverse group of students, faculty, staff, and visitors on a daily basis.

Advanced knowledge of and proficiency in Microsoft Office required. (i.e. Word, Excel, Power Point, Outlook), TEAMS, Zoom. Highly resourceful team-player, with the ability to also be extremely effective independently.

Proven ability to handle confidential information with discretion, be adaptable to various

competing demands, and demonstrate the highest level of customer/client service and have the ability to handle conflict when necessary. Budgetary experience required.

Preferred Qualifications:

And maybe a little of this too (our preference, but not required)

Excellent oral, written and interpersonal communication skills, including composition, editing, grammar, punctuation and proofreading skills.

Ability to deal tactfully and effectively with students, faculty, administrators, governmental agencies, business and industry representatives, community organizations and the general public.

Ability to work independently with attention to details and deadlines. Organizational skills including the ability to prioritize.

This person must be able to represent the Dean in every aspect of the college and outside the college, therefore must have a very professional manner.

Although this position reports to one person and is ultimately the support of the Dean, this position also works with all of the Dean’s direct reports and should have the ability to tactfully communicate with those direct reports when requests are being made to the Dean’s office.

 

We love our benefits, and you will too!

AACC offers robust benefits such as generous paid leave (annual, sick, holiday, bereavement, spring and winter breaks), affordable health care plans, free dental and vision plans for full-time employees, Maryland State Pension System and/or other optional retirement plans that include employer contributions, disability leave, free AACC tuition for employees and eligible dependents, and tuition reimbursement for employees taking job-related courses at other institutions. AACC also encourages a healthy work/life balance and offers a variety of wellness programs and free use of the gym. Staff and faculty enjoy free parking as well.

Hours Per Week:

40

For full position descriptions, required qualifications and to apply, please visit our web site at www.aacc.edu/employment and click on Career Opportunities .

AACC is an equal opportunity employer who values the power of diversity and the strength it brings to the workplace