Administrative Assistant IV

Coordinate and maintain an efficient office/program operation and perform responsible administrative support duties of a complex nature in support of office/program activities to relieve Administrator and/or supervisors of various administrative responsibilities.

Must fulfill duties of all previous grades;

Assist administrator/supervisor to implement new office methods and procedures to ensure accuracy and efficiency; ensure accurate maintenance of office records manuals and documents keeping abreast of new policies and procedures; interpret new directives policies and regulations and inform appropriate personnel of changes.

Coordinate all office functions.

Submit Electronic Personnel Action Forms for department

Assist with some grant processing

Resolve office problems independently and facilitate solutions; confer with supervisor to resolve more complex situations.

Assist in the preparation of complex and diversified office and special budgets making recommendations and projections based on knowledge of program activities and office operations; verify and reconcile expenditures of budgeted funds and develop cost comparisons; prepare and process financial documents; prepare compile and analyze complex reports proposals and documents including but not limited to financial and monthly reports and personnel records.

Assist administrator/supervisor in planning and implementing office/program development based on knowledge of current office/program operations.

Coordinate and schedule arrangements for meetings conferences seminars and patient appointments. Perform clerical duties as required in support of office functions including but not limited to composing and typing letters reports and correspondence; taking minutes; preparing PowerPoint presentations; developing and maintaining complex spreadsheets; maintain appropriate files; screen and route mail and documents.

Coordinate the processing of volunteer applications collect and submit documents in support of visa applications as well as coordinate the general onboarding of new personnel (e.g. phone setup keys etc.)

Perform other related duties as assigned

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

High School Diploma and at least 5 years of administrative support experience is required. Equivalent combination of education and experience will also be considered.

Must possess strong knowledge of Microsoft Word Outlook Excel and PowerPoint. Basic knowledge of MS Access. May use other web based programs as assigned

Must demonstrate good judgment initiative and attention to detail

Must be able to effectively track time and resources to prioritize own work assignments

Must be able to work independently and produce quality work from conception to completion on assigned projects

Must possess strong customer service communication and organizational skills

Must possess high degree of familiarity with College and departmental/ divisional policies procedures and practices;

Uses independent judgment when responding to inquires

Must possess working knowledge of iCIMS OBIEE and EPAF platforms.

Proficient in Excel and PowerPoint.

Bookkeeping and account reconciliation skills strongly preferred.