Administrative Assistant III
Baltimore City Community College

About Baltimore City Community College
Founded in 1947, Baltimore City Community College (BCCC) is comprehensive, urban institution accredited by the Middle States Commission on Higher Education. The College's campus is located in West Baltimore and courses are offered throughout the City. With its broad range of degree, certificate, and continuing education programs, affordable tuition, and extensive outreach, BCCC offers educational opportunities to the citizens of Baltimore City and throughout the state of Maryland. BCCC serves over 7,500* students annually, providing credits that transfer to four-year colleges and universities as well as workforce training leading directly to job placement. The College is proud of the fact that over 50 nations are represented within the student body.

* Based on the annual unduplicated credit and non-credit headcount for FY 2023.
Requisition Number: 2024-122
Posting Start Date: 9/6/2024
City: Baltimore
State: MD
Minimum Education: Associates
Additional Documentation: YES
Compensation: Commensurate with Experience
Administrative Assistant IIIDescription/Job Summary The Administrative Assistant III coordinates office services such as purchasing, records control, and other administrative activities; interprets operating policies; and exercises independent judgment in resolution of administrative issues . The position supports the development of regular and ad-hoc reports and may perform duties of a sensitive and confidential nature. The position also provides direct administrative support including scheduling appointments, correspondence, data compilation and filing. The Administrative Assistant III is also responsible to provide customer-oriented quality service to the students, faculty, staff and guests of Baltimore City Community College displaying exceptional organization, professionalism, communications and attention to detail.

Responsibilities/Duties

• Provide administrative support to senior academic leaders, including drafting email correspondence and generation and distribution of memos, letters, meeting minutes, spreadsheets, forms, and faxes
• Assist in the day-to-day operations of the office of Academic Affairs.
• Assists with development and preparation of reports and documents.
• Attends designated committee/management meetings and takes minutes.
• Performs clerical support functions such as preparing correspondence through dictation, composing written material, including letters or memos, and proofreads documents.
• Assists with making routine travel and accommodation arrangements;
• Assists with special events planning and execution;
• Assists with maintaining calendar, scheduling appointments and meeting rooms;
• Maintain filing system, contact database, employee list, including updating, retention, and disposal.
• Locates and compiles information and formats reports, graphs, tables, records and other sources of information. Assembles and categorizes facts and figures for written computation and calculations.
• Completes various request forms for ordering, tracking and receiving office supplies and services for office supplies and equipment as directed;
• Coordinates and implements office services such as purchasing, records control, projects and budget accounting operations;
• Interprets and communicates operating policies and procedures;
• Coordinates collection and preparation of financial and operations reports;
• Proficient in various software applications involving spreadsheets, databases, statistical packages, and graphics packages to assemble, manipulate or format data and reports;
• Provides clerical support for Phi Theta Kappa (PTK) Honor Society program (as appropriate);
• Provides clerical support for the Catalog, General Education Committee, and other College committees which involve the academic Assistant Vice Presidents.
• Become efficient with Banner, Canvas, and ARTSYS (or related software);
• Manages and controls student visits;
• Tracks and follow-up with students who have visited the office;
• Answers and screens incoming calls, relays messages, and greet visitors;
• Assists with maintaining calendar, scheduling appointments and meeting rooms;
• Completes various request forms for office supplies and equipment as directed;
• Assists and/or participates in the preparation of the budgets
• Interprets and communicates operating procedures and flowcharts;
• Provides general assistance and information to students, faculty, and staff as require
• Room Scheduling
• Makes contact through phone calls, emails, and office visits to discuss and strategize room/event scheduling;
• Other related duties as assigned.

Required Qualifications

1. Associate degree or equivalent
2. Three years of experience in an Administrative Assistant role
3. Strong time-management skills and multitasking ability
4. Experience with Microsoft Office ( Word, Excel, and PowerPoint)
5. Excellent verbal and written communication
6. Attention to detail
7. Ability to handle confidential information
8. Organizational skills
9. Dependability
10. Professionalism

Benefits: BCCC is both a higher education institution and a State of Maryland agency. As a state agency, the College is able to offer full-time, permanent PIN employees a host of benefits including a competitive salary and tuition waiver and remission. This is in addition to medical, dental, vision, retirement, 22 days of Annual Leave, 15 days of Sick Leave, 3 Personal Leave days, and more. Contractual Staff may be eligible for select benefits as well.

BCCC is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, alienage or citizenship status, age, sex, sexual orientation, gender identity or expression, marital or domestic/civil partnership status, disability, protected veteran status, genetic information, or any other basis protected by law.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment. Applicants needing accommodation for any part of the application and/or hiring process should request the accommodation from The Office of Human Resources office by contacting us at 410-209-6007.

For more information, view the EEO - Know Your Rights and Pay Transparency Statement.

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