Administrative Assistant, Foundation & Workforce

Clark State College • Springfield, OH • 1d ago

Description

The Administrative Assistant, Foundation & Workforce position is responsible for performing administrative support duties for the Executive Director, Foundation and the Director, Workforce in an orderly, efficient, and professional manner. This position relieves the directors of administrative-@type functions in order to increase the time available for executive-level responsibilities and planning. This position requires a high degree of confidentiality.

Provides frontline customer service for visitors, students, faculty, and staff visiting the Foundation and Workforce offices.

Oversees office operations in an efficient and customer service-friendly manner to achieve maximum productivity and expense control. This position is responsible for:

Office organization

Communication link to all College constituents

Purchase supplies and equipment as needed

Creates and maintains appropriate files and correspondence as needed

Monitors budget expenditures and processes purchasing card payments and mileage submissions

Manages independent contracts and processes invoices and payments

Monitors the Director's calendars and schedules appointments as appropriate

Handles incoming calls to the Director's if they are unavailable

Assists with special projects and events that may take place related to Foundation or Workforce operations.

Assists in entering and maintaining course schedules and room utilization information along with communications regarding upcoming courses.

Assists with program, governmental, and grant reporting responsibilities.

Assists with the preparation of course materials as requested.

Invoices, receives, and tracks special event revenue.

Responds to direct donor inquiries.

Manages email inboxes and answers general phone calls for Foundation, Workforce, and Scholarship.

Provides administrative support for Foundation Board and Committee meetings.

All other duties assigned by supervisor.

Experience Six months to two years of similar or related experience. Education A high school education or GED. Interpersonal Skills A significant level of trust and diplomacy is required, in addition to normal courtesy and tact. Work involves extensive personal contact with others and/or can be of a personal or sensitive nature. Work may involve motivating or influencing others. Outside contacts become important and fostering sound relationships with other entities (companies and/or individuals) becomes necessary and often requires the ability to influence and/or sell ideas or services to others. Other Skills

High degree of sensitivity, personal integrity, and discretion required for work involving access to personal and confidential information; high degree of initiative and self-direction.

Proven ability to multi-task within a busy environment with strong time management and organizational skills.

Excellent customer service skills; ability to positively interact with external constituents, students, and staff.

Excellent verbal and written communication skills.

Ability to problem solve and willingness to learn and adapt to change.

Advanced technical skills, including proficiency in various office software requiring spreadsheets, mathematical ability, and record keeping.

Physical Requirements The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, carrying of light items, driving an automobile, etc. No special physical

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