Administrative Assistant IV

• Minimum of forty-five (45) college credit hours. Twenty-three (23) of the required forty-five (45) credit hours may be substituted with one and one-half (1-1/2) years directly related work experience. If work experience is used as a substitute for minimal educational requirement, then, it cannot also be used to qualify for minimum work experience.

• Three (3) years’ experience in providing administrative support to multiple programs.

• Bachelor’s degree with a minimum of 1 year of administrative experience or office support experience.

• Proficiency in Microsoft Office Software: word-processing, database management, spreadsheet and/or presentation software
• Complex or technical office practices and procedures
• Record keeping practices
• Making accurate arithmetic calculations
• Performing technical, specialized, complex, difficult or basic technical office support work
• Operating standard office equipment; reading and explaining rules, policies and procedures
• Compiling and summarizing information and preparing periodic or special reports
• Organizing own work, setting priorities and meeting critical deadlines
• Communication, interpersonal skills as applied to interaction with coworkers, supervisors, the general public, etc. sufficient to exchange or convey information and to receive work direction.

• Strong computer skills in data processing, database software programs, and Microsoft Office Suite software (i.e. Word, Excel, Outlook) or similar programs;
• Strong organizational skills including prioritizing, keeping track of work in progress, ensuring accuracy, multi-tasking, and handling interruptions appropriately;
• Strong communication skills to convey information effectively both orally and in writing, especially in presenting technical information to employees, students and project stakeholders;
• Excellent presentation skills in order to effectively present information to staff regarding department policies, procedures, or processes.

• Provide office and administrative support for the Department of Student Life. Arrange and coordinate travel and travel reimbursements for all Student Life full-time staff. Onboard and train all new hires for Student Life. This includes doing all developing training curriculum, completing PAF’s and work orders for new hires.
• Maintain the calendars for the department including the Director. Arrange meetings to create an environment where the attendees can accomplish their purposes effectively and efficiently (arrange for, give consideration to location, notification to attendees, agenda preparation, preparation and assembly of materials, meeting notes and follow up).
• Responsible for website management for the Department of Student Life – including Clubs and Organizations, Club Sports, Recreation, Gym Facility and Community Leagues.
• Assist with the organization and coordination of department events and activities, such as, Welcome Back Week, Welcome Back Lunch, multicultural events, Leadership Program, Summer Bridge/Academy, campus tours and NSO.
• Maintains student records and the collection of entry paperwork before it is passed on to the Director of Student Life. Responsible for maintaining the student’s status in Colleague.
• Maintain the budget for Student Life. Accounts will include GL for Student Accounts, Student Fundraiser accounts and other accounts as assigned.
• Verify and process timesheets monthly for Student Life staff including areas of Welcome Center, Student Center and Gym Facility part-time/work-study staff.
• Prepare requisitions as needed for the office of Student Life staff. Order supplies, process payments and complete all forms for various Student Life activities.
• Assist with or fill in at on campus events Student Life.
• Assist with updating COM Mascot and scheduling them to attend various COM and community events.
• Manages and responds to student inquiries on COM’s website, when needed.
• Assist with planning, scheduling, and logistics for multicultural events and other events that promote student engagement.
• Responsible for upkeep and repair of the gym facilities through work orders, scheduling vendors for repairs, working with COM departments like Purchasing and Facilities; and delegating tasks to part-time staff.
• Supports the committee that awards Student Life funding by updating forms and website, accepting proposal submittals, purchasing items through requisitions after proposals are approved and tracking the budget.
• Work closely and collaboratively with staff in other offices of Student Services and Instructional areas to support student engagement, retention and completion.
• Provide high level quality customer service; maintain confidentiality and use tact and discretion;
• Act as department initial point of contact, direct customers; screen calls, mail, and email; independently respond to routine matters or direct to appropriate persons; order and maintain office supplies;
• Perform complex word processing tasks; create and proofread written communications; use spreadsheets and databases to develop and maintain records and reports;
• Compose office correspondence such as requests for information; develop, evaluate, and revise forms for internal use; develop and maintain proper document layout, arrangement, and grammatical composition;
• May process materials for supervisor and attend meetings to take and type minutes prepare or assist in compiling and preparing reports, as required for supervisor review;
• Administer Vector Solutions Learning (SafeColleges) to ensure students complete required training modules, serve a primary source for troubleshooting system-related issues and ensures date accuracy, training and tracking is effectively delivered to COM employees and students as needed.

College of the Mainland is an affirmative action/equal opportunity institution and does not discriminate on the basis of race, color, sex, age, national origin, religion, disability or veteran status.

College of the Mainland does not discriminate on the basis of disability in the recruitment and admission of students, the recruitment and employment of faculty and staff, and the operation of its programs and activities, as specified by federal laws and regulations within Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 and 1992.