Administrative Associate – Office of the Provost/Executive ...

Administrative Associate ? Office of the Provost/Executive Vice President AACEWD

Department: Office of the Provost/Executive Vice President AACEWD

Approved Date: 1/30/20

Reports To: Executive Associate to the Provost/Executive Vice President AACEWD

Team: AACEWD

FLSA Status: Exempt Non-Exempt

Part-time Full-time

Compensation: Grade 08

Employee Group: Support Staff

Contract or Grant Funded: Yes No

Pre-Hire Drug test:

Yes No

Fingerprinting required: Yes No

Essential Personnel: Yes No

Anticipated work hours:

8:30-4:30 Monday to Friday Other ___:___ to ___:___ _____ to _____

Evenings Weekends On call

Varied Seasonal

Position Summary:

Provide administrative support to the office of the Provost/Executive Vice President for Academic Affairs, Continuing Education, and Workforce Development (AACEWD), and to the direct reports to the Provost. In addition, provide customer support services to the Frederick Community College community and public on behalf of the Provost Office. The Administrative Associate reports to the Executive Associate to the Executive Vice President for AACEWD. This position assists the Executive Associate to the Executive Vice President for AACEWD in the support of clerical, administrative, budgeting, procurement, records retention, and team support as assigned. This position must use varying styles and approaches that reflect an understanding and acceptance of the role of culture in a diverse, multicultural workplace.

Essential Duties and Responsibilities:

The following are the functions essential to performing this job:

1. Coordinate and manage the calendar for the Provost including scheduled meetings, events, conferences, and one-on-one's with direct reports and other activities.

2. Support the Executive Associate to the Executive Vice President AACEWD with administrative support as assigned.

3. Utilize software packages in the performance of daily duties and task assignments, procurement, invoice processing, and budget reviews and transfers. Utilize MS Office Suite for letters and documents, spreadsheets, databases and presentations.

4. Verify vendor deliveries, packing slips, and invoices for accuracy and processing. 5. Establish annual open purchase orders, create purchase requests as directed, provide follow-up

to processing approval chain and notify supervisor of issues/concerns. Follow through on outstanding orders and inform supervisor of issues in need of resolution related to purchases, invoicing or pay applications. Ensure accuracy and compliance with the Frederick Community College Financial Procedures Manual.

Administrative Associate ? Office of the Provost/Executive Vice President AACEWD

6. Create, develop, and maintain databases for area functions as directed by the Executive Associate to the Executive Vice President for AACEWD. Maintain appropriate information, document storage, and retrieval systems.

7. Assist in the management and maintenance of Electronic Forms. 8. Maintain area inventories for supplies. 9. Review and process monthly credit card statements, make travel arrangements, create and

process expense account reports. Perform preliminary evaluation of billings/receipts for the Executive Vice President Office, including travel claims for all AACEWD faculty and staff. 10. Coordinate office and team functions including arrangements for hosting events, as directed by the Executive Associate to the Provost. 11. Retrieve, sort, and distribute mail. 12. Maintain confidentiality within the AACEWD team. 13. Provide exemplary and extensive customer support skills in support of a diverse campus population.

Required Minimum Qualifications: 1. High school diploma 2. Three (3) years of office administration experience 3. Experience using MS Office Suite

Desired Qualifications: 1. Associate Degree 2. Five (5) years of office administration experience 3. Experience using PeopleSoft, Perceptive Content, and project management software 4. Excellent communication skills

Note: The College reserves the right to change or reassign job duties, or combine positions at any time.

2

 ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download