Sr. Administrative Specialist

Classification Summary:

This class is the fifth level in the Administrative Support series. Incumbents provide general administrative services requiring a broad knowledge of the assigned department/division. Responsibilities may include coordinating the daily activities of department administrative support staff; providing accurate information during high-impact and risk situations; monitoring budgets, accounts, billings, and/or expenditures; preparing financial and/or statistical reports; preparing meeting agendas and taking official meeting minutes for distribution and documentation; planning and coordinating events; independently preparing materials for supervisor's meetings; determining priority items for supervisor; and reading and responding to supervisor's voicemail and e-mail. Incumbents may supervise student workers and/or part-time staff.

PLEASE NOTE: This position is grant-funded and currently secured through August 2025. We are actively pursuing grant renewal. The grant-funded department has been fundamental to Jefferson College for the past 25 years.

Minimum Education and/or Training and Experience:

In accordance with the grant funding stipulations, candidates must possess at least an Associate's degree and a minimum of two years of related experience.

Preferred Education and/or Training and Experience:

Licensing Requirements: None

Classification Duties:

1. Assist with department programs and projects; work may involve scheduling and coordinating appointments, classes, meetings; sending documents; and assisting with departmental operations as needed. (B2)
2. Assist with the planning, coordinating, and implementing of events. (B2)
3. Prepare, edit, proofread, sort, process, maintain, and/or distribute correspondence, reports, rosters, forms, files, booklets, time sheets, packets, personnel paperwork, work orders, or other documents; work may involve researching and compiling information; performing basic quantitative and qualitative data analysis; and utilizing and updating department systems or databases (B2)
4. Prepare, track, sort, review, process, and/or reconcile various records, invoices, requisitions, bills, check requests, deposits, accounts, reimbursements, travel requests and vouchers, applications, or forms. (B2)
5. Perform office duties to include monitoring inventory; ensuring adequate availability of supplies and materials; ordering supplies; sorting and distributing mail; and maintaining and updating departmental websites. (B2)
6. Coordinate assignments and schedules of part-time and temporary staff; work may involve prioritizing and assigning work, and monitoring performance. (B2)
7. Coordinate with internal and/or external personnel, departments, and agencies to communicate information, respond to requests, serve as a liaison, provide assistance, and facilitate departmental operations. (B2)
8. Perform other related duties of a comparable level/type as assigned.

Position Duties:

Prepare and organize annual compliance documents, including Annual Performance Review. Compile and prepare all auditable files on an annual basis, and provide input for student eligibility and program assessment. Maintain databases and assist in information gathering for institutional and Federal reports. Perform annual audit of participant files to ensure grant compliance. Compile recruitment reports and perform participant outreach. Organize and execute recruitment events. Coordinate all aspects of special events. Ensure participant eligibility and assist in the decision-making process of participant program admission. Be trained in and perform CliftonStrengths assessment for program participants.

Knowledge:

Customer service principles; Computers and related software applications; Recordkeeping principles; Keyboarding techniques; Filing principles and practices; Modern office procedures, methods, and equipment

Skills:

Using a com uter and related software applications; Providing customer service; Filing; Processing information utilizing established procedures; Keyboarding; Using office equipment; Maintaining records and files; Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to give and receive work direction.

Wage/Salary: $18.11 per hour

Status: Full time

If Part-time, hours per week:

If Non-exempt, work days:

Posting Number: S00579P

Special Instructions Summary:

To apply, visit https://apptrkr.com/5643811

It is the policy of Jefferson College that no person shall, on the basis of age, ancestry, color, creed, disability, genetic information, marital status, national origin, race, religion, sex, gender identity or expression, sexual orientation, or veteran status, be subject to discrimination in employment or in admission to any educational program or activity of the College. In compliance with Federal Rules and Regulations, Jefferson College has adopted a procedure for resolving complaints of discrimination. The procedure is available to any Jefferson College student, employee, or applicant who feels that he or she has been discriminated against in employment, student programs, or student activities.

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