Administrative Assistant, Sr. Job in Fairmont, West Virginia US
Administrative Assistant, Sr.
Duties and Responsibilities * Develops work flows and processes and supervises Program Assistant I and student worker(s) in ensuring that daily operations of the offices go smoothly; * Interviews, selects, trains, evaluates and disciplines, as necessary, assigned staff; * Provides effective coordination with various groups throughout the campus to gather information, provide guidance and communications from the VPs and monitor or coordinate various meetings and activities; * Deals with administrative problems and inquiries and coordinates communications and activities with the necessary units; * Attends on- and off-campus meetings on behalf of VPs as requested and reports back on issues of importance. May serve on committees and task forces as requested; * Manages and coordinates special projects for the VPs; * Prepares reports, initiates diverse types of communication to students, faculty and staff; * May assist in financial management by proposing and preparing assigned annual budgets and managing and monitoring expenditures and make recommendations on changes or adjustments. May review monthly reports from system and report status of accounts to the VPs on a regular basis; * Supervises coordination of schedules and all travel arrangements for the VPs; * Composes letters, reports, charts, graphs, manuscripts, forms, and/or memoranda from rough draft to final form utilizing word processing and/or spreadsheet software; * Proofreads all typed material and corrects errors in sentence structure, grammar, spelling, and punctuation; * Reviews/edits materials created for others for proper formatting and spell check, making necessary changes and printing final hard copies for supervisor review and signature; * Ensures data entry and retrieval of appropriate financial, student, faculty and staff information into Banner and other system(s). Utilizes PeopleAdmin system for job requisitions and personnel actions including new hires, promotions, status changes, adjunct hires, and temporary appointments. May generate reports or establish a schedule of reports to be queried and communicated to appropriate unit staff; * Establishes new filing systems when needed and maintains files for assignment area; * May handle time and leave reporting and personnel actions for area of assignment; * Supervises the Workforce Investment Act (WIA) and Trade Adjustment Assistant (TAA) activities of the institution including the supervision of the Program Coordinator responsible for the daily WIA/TAA activities; * Supervises and assist in the completion of reports as required including but not limited to the following institutional areas: * Perkins * WIA/TAA * Financial Aid * Grants Administration * Higher Learning Commission * U.S. Department of Education * Civil Rights Reviews * 5 Year Program Reviews * Information Request from the Higher Ed. * Policy Commission/WV Community Technical College System * Supervises the preparation of annual contracts for faculty; * May plan and/or coordinate events such as workshops, seminars and conferences; * Performs related duties as assigned or as directed. Minimum Qualifications Over two years and up to three years of experience; however, any equivalent combination of education and/or experience is acceptable which provides an applicant the listed knowledge, skills, and abilities and the capability to perform the essential functions of the job. Required Skills: Successful candidate must be a self starter able to manage multiple projects simultaneously. Must be able to communicate effectively both verbally and written to all campus groups including students, faculty, administration and staff. Must be able to establish and maintain rapport with students, faculty, administration, staff and other outside entities. Must be able to research, analyze and track data required for various reports. Able to coordinate and bring together the information required in completing various reports to state/federal/national entities. Must demonstrate initiative and ability to self-supervise in addition to supervising others. Must be proficient in Microsoft Office software including Word and Excel and the operation of office machines. Knowledge in interacting and utilizing databases with preference for the use of the Banner Database System. Preferred Qualifications Knowledge of the BANNER student information management system or similar systems. Experience in gathering, creating and completing various reporting activities. A self-starter able to supervise themselves and others in managing multiple projects simultaneously. Effective verbal and written communication skills. Special Conditions Additional Questions Keyword Search Student Appointment Length Base Hourly Rate