Administrative Specialist Job at Clatsop Community College in Seaside

Assignment: This is a full-time, partially grant-funded, hourly position.

Job Summary

Under general supervision, performs advanced level administrative and clerical activities in support of the administration of CEDR, CCC, Clatsop SBDC, Community Education, and other programs as assigned.

Position acts as the primary welcome staff for the South County Campus of CCC, supporting and directing the public, students and other organizations that hold meetings in the south county campus, as well as faculty and adjunct faculty that utilize the facility.

Position has considerable interaction with program participants and other involved parties and must develop and maintain a thorough understanding of CEDR (Clatsop Economic Development Resources), the CCC SBDC. (Clatsop Community College Small Business Development Center) and college Community Education and Professional Development programs to provide excellent customer service and support community engagement, course participation and registrations, revenue growth and other goals and objectives of the college.

Position is the direct administrative liaison between the CEDR Executive Director and the eighteen member CEDR Board of Directors and the CEDR Public and Private sector membership.

Position supports AVP in connecting with resources that support CCC Vision as a “diverse, dynamic center for educational resources, workforce development, and community enrichment.”

Interaction with CCC leadership, CEDR Board and the general public occurs on a frequent basis. This position has a high degree of responsibility, including information dissemination; data collection, report preparation and organization of events and meetings; and the knowledge and experience required to successfully perform the work.

This position reports directly to the Executive Director of CEDR/ Associate Vice-President CCC and also receives direction from and provides administrative and clerical support to the Center for Business, Community & Professional Development Director/ SBDC Associate Director.

Essential Duties

• Greets visitors, answers telephone, responds to email inquiries, directs person(s) to appropriate personnel, posts open/ closure notices, and takes messages as necessary. Provides great customer service.
• Schedules, coordinates and/or attends meetings, including preparing all materials, making all necessary arrangements, scheduling meetings, and participating in or recording events including preparing and disseminating minutes of meetings.
• Acts as the administrative liaison between the CCC SBDC and the OSBDCN (Oregon Small Business Development Center Network) supporting the success of the CCC SBDC advising, workshop and educational programs
• Works closely with the Grant Accounting Specialist to ensure quarterly, bi-annual and annual reporting for the CCC SBDC. Works with departmental leadership and staff to ensure timely and accurate information collection.
• Prepares purchase requisitions, pay authorizations, petty cash and travel advances and acquires appropriate signatures as required.
• Maintains the South County Facility, coordinates regular facilities schedules, and spearheads any necessary repairs to equipment or facilities.
• In collaboration with CCC curriculum scheduling staff, maintains south county room reservations calendar; responsible for coordinating and maintaining log for keys/ access to SCC facility.
• Organizes and coordinates special projects and events such as CEDR annual Awards night, SBDC events or other activities as assigned. Assists in determining date, time, location and agenda. Makes all necessary arrangements.
• Assists in preparing and monitoring department/ work unit’s budgetary information, providing financial reconciliation.
• Processes student registrations across the department and enters into appropriate database; ensures data accuracy and adherence to schedules set by institution.
• Maintains and monitors a calendar of all ongoing reports and due dates.
• Establishes and maintains filing system for all correspondence, documents, etc.
• Gathers and compiles information for various reports. Compares data from several sources to ensure report accuracy.
• Collaborates with department leadership to establish organizational unit workflow schedules
• Gathers and compiles data and prepares reports to ensure compliance with program regulations.
• Maintains positive and professional working relationships with internal/ external partnerships in support of department objectives.
• Receives and responds to complaints, concerns and inquiries from College personnel, students, public and others by disseminating information requiring discretionary judgment and extensive knowledge of College policies, procedures, activities, etc., or referring issues and concerns to supervisor, department leadership or the appropriate party for resolution and following up to ensure satisfactory results.
• Monitors SCC office and instructional supply inventory and arranges for replenishment of items as necessary.
• Provides reconciliation and reporting as needed and supports workshop evaluation collection.
• Supports data collection and integrity of the department’s various email databases and ensures timely follow-up and resolution of issues/requests with team.
• Assists in coordinating, creating and editing departmental publications and presentations.
• Acts as the Safety Committee member representing the South County Facility on the CCC Safety committee, ensuring all required signage and equipment is in place and in good working order.
• When needed, performs light housekeeping duties, IT support, and room setup to ensure facilities are always orderly and prepared to hosting meetings and classes
• Performs other duties of a similar nature or level.

MINIMUM QUALIFICATIONS

Education and Experience

Minimum Qualifications:

Associate's degree in secretarial science and three or more years of previous administrative/secretarial experience performed at a level equivalent to that of the administrative support assistant II classification or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

DESIRED QUALIFICATIONS

• Previous experience working in a higher education or K-12 institution.
• Previous experience working with business or economic development organizations.

KNOWLEDGE REQUIRED:

• Knowledge of specific processes, policies and procedures concerning office environments and/or educational institutions.
• Knowledge of data processing methods, information storage and retrieval techniques.
• Knowledge of basic office management and work-flow procedures.
• Knowledge of basic record-keeping practices and accounting procedures

SKILLS REQUIRED:

• Skill in secretarial functions such as typing, filing and answering telephones.
• Skill in computer operations, word processing, database and spreadsheet applications.
• Skill in mathematical computations.
• Skill in financial and statistical data-gathering, compilation and presentation.
• Skill in organization and leadership.
• Skill in written communication, meeting minutes recaps, and transposing recorded meeting notes to official meeting minutes.
• Skill in communications, interpersonal skills as applied to interaction with external constituents, supervisors, college administration, faculty, staff and students.
• Excellent customer service skills
• Excellent organizational skills including follow up processes.
• Skill in operating a computer, word processing, database and spreadsheet applications; read and create e-mail messages; access the intranet system to find and complete forms and read institutional documents; access the internet and the College’s web site; use the calendaring function of the College’s e-mail system; and utilize department specific data entry and/or work order software to facilitate departmental tasks.

Physical Requirements of the Position

Primarily sitting in an office type environment. Must be able to move tables, chairs and lift at least 25 pounds. Frequent and continuous computer use is required. Frequently works alone in the office.