Senior Administrative Assistant – Northern Lights bei Community College of Vermont (CCV)

Senior Administrative Assistant - Northern Lights

Grade: 9

Exempt Status: Non-Exempt

Union Status: Non-union

We are looking for a Senior Administrative Assistant who is an excellent communicator with a welcoming demeanor and strong organizational skills. We are seeking a candidate with the demonstrated ability to work collaboratively in a self-managed team. The fast paced duties handled in this position require flexibility, strong computer skills, solid decision-making abilities, a positive attitude, and a willingness to adapt and change. Our ideal candidate will have some experience with the early childhood systems in Vermont.

JOB SUMMARY:

To provide elevated and enhanced administrative and customer service for the Northern Lights program at CCV. 

ESSENTIAL FUNCTIONS:

• Provide customer service to early childhood professionals, partners, students, faculty, staff and community members
• Operate a computer system and use wide variety of software to enter/retrieve data and run reports.
• Compose and/or draft correspondence letters, forms, memoranda, and reports.
• Answer phones, make appointments, and general reception of individuals contacting the Northen Lights registry team.
• Enter Data, process paperwork for BFIS quality and credential accounts
• Reply to inquiries and requests for information.
• Arrange meeting and classroom space
• Handling incoming and outgoing mail
• Prepare packets and communications as needed
• Manage copying of required forms and maintain literature racks
• Advanced data entry in Bright Futures Information System and other software systems
• Facilitate communications among Northern Lights staff, other CCV centers, the Office/Operations Manager and/or Academic Coordinators.
• Answer basic questions related to early childhood systems and make appropriate referrals to community partners and other agencies as needed
• Provide communications support including updating the Northern Lights website and social media pages
• Organize and coordinate special projects such as semester activities, workshops, fairs, dinners, mailings, and/or meetings.
• Assists in determining date, time, location, and agenda.
• Coordinate meetings (internal and external) including preparing all materials, making all necessary arrangements, scheduling meetings notifying members and participating in or recording events of meetings. Attends ad hoc meetings as required.
• Confers with supervisor to discuss work processes, actions to be taken, resolve issues, and receive guidance.
• Purchases and initiates orders and may have a p-card
• May provide training to office assistants, student workers, and part time staff in accomplishing a college or work unit project.
• Other related duties as assigned

Supervisory Responsibility: May direct, coordinate and supervise student workers.

Minimum Qualifications (Education, Experience, Knowledge, Skills and Abilities):

Education: Associate's Degree - or- 2 years college

Experience: 2 Years directly related experience

Preferred: Experience with Vermont’s early childhood systems; Some experience with communications and/or social media

Knowledge, Skills and Abilities:

• Knowledge of specific processes, policies, and procedures of office management and workflow procedures to include effective management of workload, i.e. prioritizing, and organizing
• Knowledge and skill in various word processing, spreadsheet, database, presentation, and integrated information software, systems, and associated hardware, e.g. personal
• Skill in gathering, compiling, and presenting information in oral and/or written
• Ability to manage stressful situations with thoughtfulness.
• Effective communication skills, both oral and
• Strong interpersonal skills as applied to interaction with culturally diverse populations, early childhood professionals, partners, college administrators, faculty, staff, students, and the
• Ability to work independently and as a member of a team in accomplishing
• Ability to analyze situations, develop solutions, and make independent decisions based on established
• Ability to assess and adhere to correct policies and procedures.
• Skill in processing a variety of financial and non-financial transactions, verify accuracy, match against documentation, code to proper account, prepare necessary forms or reports, post transactions, and reconcile and retrieve information as

Location and Salary: Typically, this position is scheduled for 37.5 hours weekly. The budgeted wage for this position is $19.53 per hour totalling $38,083.50 annually. 

Physical Requirements: Duties performed causes light fatigue of eyes, fingers, or other faculties as a result of repetitive motion and/or long periods of standing or sitting. Duties require little physical effort in work with light to moderate (up to 25lbs) easy to handle materials.

Working Conditions: Job is performed in general office or comparable working area with many and frequent distractions such as noise and interruptions. Work schedule may vary during high volume periods.  This role may involve limited travel, evening and/or weekend work on occasion.

This general outline illustrates the type of work that characterizes the job classification.  It is not an all-encompassing statement of the specific duties, responsibilities, and qualifications of individual positions assigned to the classification.

CCV values individual differences that can be engaged in the service of learning. Diverse experiences from people of varied backgrounds inform and enrich our community. CCV welcomes all qualified applications, including those from historically marginalized and underrepresented populations. CCV is an Equal Opportunity Employer, in compliance with ADA requirements, and will make reasonable accommodations for the known disability of an otherwise qualified applicant.

All new full-time employees and certain part-time employees will be subject to a criminal background check. Any offer of employment is contingent upon the satisfactory results of this check. 

Application Instructions: In order to be considered, please submit a complete application package which includes a cover letter, resume/CV, employment application and contact information for three professional references at: www.vsc.edu/employee-resources/job-postings.