Administrative Assistant I

Position Summary

The Administrative Assistant I efficiently manages the daily operations of the Office of Instructional Services by performing various clerical duties such as typing, filing, minute-taking, answering phones, and ordering supplies. This individual also serves as the office manager, record keeper, project liaison, and the primary contact for the office on behalf of the Vice President of Instructional Services.

Essential Duties and Responsibilities

The essential job functions listed are not comprehensive and duties and responsibilities may change without notice.

• Must prepare and distribute correspondence in the Office of Instructional Services to include: letters, memos, reports, contracts, routing incoming and outgoing mail, etc.
• Schedule appointments and maintain a calendar of events for the division, Associate Dean of Instruction and the Vice President of Instructional Services.
• Assume an administrative role utilizing software implemented by the Office of Instructional Services, (i.e. Banner, Ad Astra)
• Make arrangements for events, meetings, and professional travel for the Vice President and Associate Dean.

• Must be a self-starter on matters pertaining to day-to-day office operation.
• Exhibit proficiency in writing composition and use of the Microsoft Office Suite, and related software.

• Effectively compose correspondence including reports, executive summaries, memoranda, etc.
• Coordinate and assist in the preparation and dissemination of forms, proposals, presentations, and reports.
• Coordinate with office staff to maintain project timelines.
• Work in a professional manner at all times with students, employees, and external stakeholders.
• Assist with the coordination of various faculty and staff functions.
• Interact with vendors, member agencies and the public regarding services to the College.
• Serve on College committees as assigned by the President of the College.
• Exhibit confidentiality with all matters to include safeguarding sensitive information in alignment with federal, state, and college compliance.
• Maintain adequate records for the Office of Instructional Services.
• Process and maintain budgets related to division purchase requisitions with the approval of the Vice President for Instructional Services.
• Ability to lift and move material(s) weighing up to twenty (20) pounds.
• Present effective oral and written communication skills.
• Ability to read and interpret materials including instructions and policies.
• Ability to implement stress management and conflict resolution strategies.
• Ability to utilize a multi-line phone system.
• Ability to perform basic mathematical skills including working with percentages and fractions.
• Ability to operate basic office equipment such as a calculator, printer, copier, fax machine, scanner, electronic screens, etc.
• Ability to assume responsibility without being asked.
• Ability to multi-task, prioritizing among competing tasks and successfully meet deadlines.
• Ability to operate a motor vehicle.
• Ability to adapt to changing assignments and multiple priorities.
• Assist with processing and validating In-State and Out-of-State travel related to professional development for faculty, staff, and administrators.
• Abide by the policies and procedures established by the College and by the Alabama Community College System.
• Perform other duties as assigned by the Vice President of Instructional Services and/or the President.

Qualifications

Minimum Requirements:

• Associate degree in Business, Office Administration or related field from an accredited college or university.
• Three (3) years of full-time work experience in an administrative or executive level office.
• Experience in an educational setting.

Preferred Requirements:

• Bachelor degree in Business, Business Administration, or a related field from an accredited college or university.
• Experience working with the Banner system.
• Experience in higher education.

Application Procedures/Additional Information

Application Procedure:

Position announcements and employment applications are available at https://www.schooljobs.com/careers/accs/bishopstate? Applications currently on file must be resubmitted for this position. Delinquent and/or unsigned application packets and/or documents will not be accepted.

Only complete application packets will be given consideration for employment.

A completed application packet consists of:

• Completed Bishop State Community College employment application
• Current resume
• Applicable Transcript with conferred date (While an unofficial transcript may be submitted as part of the application packet, an official transcript must be received before the date of hire.)

Sick Leave
All regular full-time non-instructional staff earns one day of sick leave which is the equivalent of 8 hours of sick leave per month. Unused sick leave is rolled over to the following year. Upon retirement, employees are allowed to convert unused sick time into service time for the purpose of retirement. Further retirement benefits may be found on this page under Alabama Teacher's Retirement.

• Single $ 30
• Family (without Spouse but with dependents) $ 207
• Employee Spouse (no dependents) $ 282
• Family (with Spouse and dependents*) $ 307

• Includes $100 per month spousal surcharge Note: The spousal surcharge does not apply to spouses who are independently eligible for PEEHIP.

• Member $ 50
• Spouse $ 50