ADMINISTRATIVE ASSISTANT III, RESEARCH & TECHNOLOGY

Company: Pitt Community College
Location: Greenville
Posted on: November 12, 2024

Job Description:

Salary: $39,368.00 - $49,210.00 Annually

Location : Greenville, NC

Job Type: Full Time

Job Number: 202400063

Division: President's Office Division

Department: Planning Research

Opening Date: 11/08/2024

Closing Date: 12/1/2024 11:59 PM Eastern

General Statement of Job

Under limited supervision, performs executive-level administrative support for the Vice President of Research and Technology. Must possess exceptional organizational skills to manage schedules, meetings, and correspondence efficiently. Strong communication abilities are essential for interacting with faculty, staff, and external partners. Proficiency in office software and technology is crucial for handling data, reports, and presentations. Must be able to use a database to assist with special projects, report submissions, and ensure smooth office operations through effective use of technology. Coordinate travel, record meeting notes and minutes, create and maintain digital and analog filing systems, process purchase orders, work with information technology vendors, develop budget reports, process mail, etc. Essential skills include critical thinking, independent judgment, and the ability to effectively prioritize and manage multiple projects. Reports to the Vice President of Research & Technology.
Essential Job Functions

Supports the Vice President and serves as the liaison for the Information Technology and Planning and Research departments with all college levels. The Administrative Assistant manages calendars and meeting schedules, drafts correspondence and memoranda on behalf of the Vice President and others as requested. Emphasized areas include work with the Vice President for institutional accreditation, information services compliance, institutional policy management and reporting, assessment of workflows, and other areas to support the college mission. Essential skills include critical thinking, independent judgment, and the ability to effectively prioritize multiple projects. Strong interpersonal skills are critical in addition to the ability to safeguard confidential data in an appropriate manner. The position requires excellent written and oral communication skills, strong organizational skills and an ability to work in a collegial, supportive and creative work environment. Cooperate with other college senior staff and leaders in the business, civic, and education communities. Must be able to work effectively, always demonstrate discretion and confidentiality, and provide dependable, accurate and proactive professional and personal administrative support to the Vice President. Additional requirements include strong computer and internet research skills (Microsoft suite) in addition to flexibility and project coordination skills.

In addition, assists the Vice President with support to the Pitt Community College Board of Trustees, including appropriate and timely scheduling, written, and oral communications. The Administrative Assistant, in association with the Vice President provides administrative support with the coordination of meetings, preparation of agendas and their related documents, mailings, meeting minutes and correspondence as needed. Maintains communication with trustees and others (such as the Pitt Community Foundation Board) as needed related to ongoing projects and operations of the college.

The Administrative Assistant receives and handles all telephone communications and scheduling for the Vice President. Serve as office manager. Is responsible for maintaining and creating various administrative budget spreadsheets, processing purchases, contracts, records with vendors, and work cooperatively with other college administrative offices. The Administrative Assistant assures data management through creation and maintenance of digital and analog filing systems and orients staff about general content where appropriate. Routinely purges existing files and materials as needed. Coordinates travel arrangements for the Vice President and other selected staff. Processes correspondence and records of the Vice President's Office including contracts, institutional memos and official communications, etc. Maintains inventory of office supplies and procures such supplies as needed. Prepares requisitions for supplies, equipment, etc. and codes to appropriate accounts. Is familiar with P-card, Datatel, and E-procurement processes. Participates in professional development opportunities.
Qualifications or Standards

Associate degree required, preferred administrative office technology with at least three-five years of administrative experience. Proficiency in Microsoft Office (Excel, Power Point, Word), Adobe Acrobat, WebEx, Zoom, and Google Drive and other similar. Working proficiency in Microsoft Publisher, Microsoft Teams, Outlook, and Office 365. Experience with databases to assist with special projects, report submissions, and ensure smooth office operations through effective use of technology. Ability to manage multiple priorities in a quality and process centered environment. Experience with community college organization and/or planning and research operations is preferred.
Minimum Training and Experience

Physical Requirements: Must be physically able to operate a variety of types of standard office machines and other equipment including copier, computer, fax, scanner, etc. Must be physically able to exert up to ten pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Position involves mostly sedentary work but may involve walking, standing, stooping, or reaching for brief periods of time. Must be able to lift and/or carry weights of approximately twenty pounds.

Data Conception: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

Interpersonal Communication: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes the giving of assignments and instructions to assistants. Includes the receiving of information and instructions from supervisor. Is able to maintain confidentiality when required.

Language Ability: Requires the ability to read and comprehend a variety of documents and reports. Requires the ability to prepare documents and reports such as personnel reports, requisitions, check register, travel reports, and general letters of correspondence, etc., using the proper format, punctuation, spelling and grammar. Requires the ability to communicate with co-workers, other College staff members, sales reps, faculty, students, insurance agents, law enforcement officers, architects, Board members, and the general public, etc. with poise, voice control, and confidence.

Intelligence: Requires the ability to apply principles of rational systems such as computer operations, secretarial science, etc., in order to solve problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.

Verbal Aptitude: Requires the ability to record and deliver information and to follow verbal and written instructions.

Numerical Aptitude: Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; and determine time and weight.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.

Motor Coordination: Requires the ability to coordinate hands and eyes in utilizing office and other equipment.

Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have moderate levels of eye/hand/foot coordination.

Color Discrimination: Requires the ability to differentiate colors and shades of color.

Interpersonal Temperament: Requires the ability to deal with people beyond receiving instructions. Must be adaptable to performing under minimal stress when confronted with an emergency.

Physical Communication: Requires the ability to talk and/or hear (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear.)

Pitt Community College provides a wide variety of benefits available to full time employees. These benefits include: health, dental, vision, life insurance, optional life and disability insurance plans, flexible spending account for health care/dependent care, NC State Retirement, and a deferred compensation program (401K, 457, 529).

Pitt Community College also offers leave based on years of service (vacation, sick, FMLA) in addition to paid holidays and longevity.

Pitt Community College provides a comprehensive Employee Assistance Program (EAP) through McLaughlin-Young Group. Employees and eligible dependents are provided up to three counseling sessions per year, per topic. In addition the EAP offers individualized online resources for work-life balance.

Pitt Community College provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Keywords: Pitt Community College, Greenville , ADMINISTRATIVE ASSISTANT III, RESEARCH & TECHNOLOGY, Administration, Clerical , Greenville, North Carolina