About the position
Under the supervision of the Director, the Office Administrative Assistant II provides essential administrative support to the College's Power Up Your Business department. This part-time position is designed for individuals who are committed to delivering quality customer service and assisting in the smooth operation of the department. The primary responsibilities include responding to inquiries from potential and current program participants, preparing training materials for workshops, maintaining program files, and completing standardized forms. The role requires a proactive approach to customer service, ensuring that all communications are handled in a courteous and professional manner. The Office Administrative Assistant II will be responsible for screening and responding to calls and inquiries, redirecting calls when necessary, and taking accurate messages. This position also involves providing information to potential participants and small businesses interested in the program, as well as responding to telephone and email inquiries regarding workshops, registration procedures, and program requirements. Additionally, the assistant will prepare training materials, compile program data, and prepare reports using Microsoft Excel, ensuring that all documentation is accurate and up-to-date. In this role, the assistant will provide clerical support for the Power Up Your Business program staff, assisting with routine office tasks and projects as needed. This includes maintaining and tracking department inventories, scheduling classrooms and conference rooms for workshops, and maintaining attendance records. The assistant will also be expected to acquire and maintain knowledge of administrative information systems and software used by the department, such as Sales Force and Constant Contact, to effectively manage data and support the department's operations. The position requires a commitment to maintaining sensitivity and respect for a diverse academic environment, inclusive of students, faculty, and staff from various backgrounds.
Responsibilities
- Screen and respond to calls and inquiries; redirecting calls when necessary and taking accurate messages in a courteous and professional manner.
- Provide quality customer service while providing information to potential participants and small businesses interested in the program.
- Respond to telephone and email inquiries regarding workshops, registration procedures, program requirements, etc.
- Prepare training materials for workshops, including making copies, updating handout information, and preparing folders.
- Compile program data and prepare reports using Microsoft Excel.
- Prepare and proofread standard documents, forms, memos and letters.
- Provide clerical administrative support for Power Up Your Business program staff, assisting with routine office tasks and projects as needed.
- Acquire and maintain knowledge of administrative information systems and software used by the department, such as Sales Force, Constant Contact, or other Client Management Systems.
- Maintain and track department inventories using standardized spreadsheets and processes.
- Assist in the scheduling of classrooms/conference rooms for workshops and various events.
- Maintain attendance records and documentation.
- Perform assigned duties in a manner consistent with the mission, goals, and core values of the College.
Requirements
- High School diploma or its equivalent.
- Two (2) years of work experience in an administrative support position required.
- Demonstrated proficiency in Microsoft Word and Excel required.
- Strong communication skills (verbal, written, and interpersonal) to effectively communicate with the general public, students, College staff and faculty required.
- Strong customer service skills required.
- Strong organizational and time management skills required.
- Ability to function independently as well as part of a team required.
- Professional appearance and demeanor required.
- Experience working with people from a variety of culturally diverse backgrounds required.
Nice-to-haves
- Associates degree preferred.
- Previous experience using email marketing software, such as Constant Contact preferred.
Benefits
- Disability insurance
- Health insurance
- Dental insurance
- Flexible spending account
- 403(b) retirement plan with 10% College contribution with employee contribution 5%
- Paid vacation, holiday and personal time
- Partial remote work schedule for remote work eligible positions
- Winter break: 1 week around the third week in December and New Years
- Spring Break: 1 week in March
- Summer Hours: 4-day work week (closed on Fridays) from the 2nd week in May through the 3rd week in August
