Human Services Division Administrative Assistant

Department

Academic Affairs, Human Services Division

Personnel Definition

Classified, Regular Full-Time

Term of Employment

22 Pay Periods

FLSA

Non-Exempt

Supervision Received

The levels of supervision received (chain of command) are:

· Human Services Division Chair

· Vice President of Academic Affairs

· President

Supervision Exercised

None

General Statement of Duties

The Human Services Division Administrative Assistant works under the direction of the Human Services Division Chair and provides comprehensive administrative, clerical, organizational, and student support for the overall operations of the Human Services Division.

The position serves as a primary administrative point of contact for the division and provides support to the Division Chair, faculty, staff, students, and division programs. The Administrative Assistant is responsible for assisting with the effective day-to-day operation of the division, including office coordination, records management, correspondence, purchasing, travel coordination, budget documentation, student assistance, meetings, events, and other administrative functions.

The incumbent must be able to work independently, maintain regular and dependable office coverage, manage multiple priorities and deadlines, exercise appropriate judgment, and maintain confidentiality while supporting the academic and operational needs of the Human Services Division in accordance with Blackfeet Community College policies and procedures.

Specific Area of Duties

· Provides comprehensive administrative, clerical, and technical support for the overall functions and operations of the Human Services Division.

· Serves as a primary administrative point of contact for students, faculty, staff, visitors, and other individuals conducting business with the Human Services Division.

· Provides regular and dependable office coverage and assists in maintaining continuity of division operations when faculty or the Division Chair are attending classes, meetings, trainings, conferences, or other College-related activities.

· Receives and directs incoming telephone calls, correspondence, visitors, students, faculty, and staff to the appropriate individual, department, or College resource.

· Provides routine and factual information regarding division programs, services, procedures, schedules, and available resources.

· Assists students with general questions and division processes and directs students to the appropriate faculty member, advisor, program, or College department when additional assistance is required.

· Serves as a liaison between the Human Services Division and students, faculty, staff, administration, College departments, community organizations, and other appropriate entities.

· Maintains organized and accurate electronic and physical filing and records-management systems for the division.

· Maintains confidential student, faculty, staff, program, and division records in accordance with FERPA, College policies, and applicable legal requirements.

· Assists the Division Chair and faculty with the preparation, organization, and submission of reports, correspondence, forms, documentation, and other required materials.

· Assists with monitoring administrative deadlines and ensures required documents and information are routed to the appropriate individuals or departments in a timely manner.

· Coordinates calendars, appointments, meetings, division activities, and other scheduling needs as assigned.

· Assists with scheduling division meetings, prepares meeting materials, and may record and distribute meeting minutes or notes as requested.

· Assists with the coordination of travel for division faculty, staff, and students, including preparation and processing of travel authorizations, reservations, supporting documentation, and other required travel-related paperwork.

· Assists with preparing and processing purchase requests, supply orders, consultations, contracts, invoices, and other administrative and purchasing documentation in accordance with College procedures.

· Orders, receives, organizes, and maintains division office and instructional supplies and assists with inventory and tracking of division materials and equipment.

· Assists the Division Chair with budget tracking and fiscal recordkeeping, including organizing expenditure documentation, maintaining supporting records, and assisting with reconciliation and monitoring of division budgets.

· Coordinates with appropriate College departments, including Business Office, Human Resources, Registrar, Student Services, and other offices, to facilitate division administrative processes.

· Assists with student records, program documentation, retention-related information, graduation preparation, and other student-support activities within the scope of the position.

· Assists with division registration, orientation, recruitment, advising activities, graduation-related activities, and other student events as assigned.

· Assists with coordinating division events, workshops, meetings, trainings, student activities, community outreach, and other program-related activities.

· Assists with preparing announcements, flyers, correspondence, informational materials, and communications for division activities and programs.

· Maintains appropriate communication with the Division Chair and faculty regarding administrative matters, deadlines, student inquiries, scheduled activities, and other division needs.

· Establishes and maintains effective working relationships with students, faculty, staff, administration, community partners, and other College constituents.

· Uses appropriate College technology, databases, electronic systems, email, Google Workspace, Microsoft Office, and other software necessary to perform assigned duties.

· Safeguards confidential and sensitive information and exercises discretion when handling student, employee, financial, and institutional records.

· Maintains an organized, professional, and welcoming division office environment.

· Demonstrates reliability, professionalism, initiative, and effective time management in carrying out assigned responsibilities.

· Must be able to work independently and maintain division administrative operations with limited direct supervision when necessary.

· Participates in College meetings, trainings, professional development, committees, and activities as required or assigned.

· · Performs other duties as assigned that are consistent with the scope and responsibilities of the position.

Qualifications

· Associate degree in Human Services, Business Administration, Office Administration, Education, Social Work, or a related field required.

· Minimum of two (2) years of relevant administrative, clerical, office management, student services, or closely related professional experience required.

Knowledge, Skills & Abilities Required

· Knowledge of general office administration, procedures, and practices.

· Strong organizational and records-management skills.

· Ability to organize and maintain accurate electronic and physical records.

· Basic knowledge of budget tracking, purchasing, and fiscal documentation.

· Ability to coordinate travel, meetings, schedules, activities, and administrative processes.

· Proficiency with computers and office technology, including Microsoft Office, Google Workspace, email, spreadsheets, word processing, and electronic records systems.

· Strong oral and written communication skills.

· Strong interpersonal and customer-service skills and the ability to establish cooperative working relationships with students, faculty, staff, administration, and community members.

· Ability to communicate professionally and effectively with individuals from diverse backgrounds.

· Ability to manage multiple tasks, priorities, and deadlines with accuracy and attention to detail.

· Ability to take initiative, exercise appropriate judgment, and solve routine administrative problems.

· Ability to work independently with limited supervision and collaboratively as part of a team.

· Ability to maintain regular attendance, dependability, and consistent office coverage.

· Ability to maintain strict confidentiality of student, personnel, financial, and institutional information.

· Knowledge of FERPA requirements and the importance of protecting student educational records.

· Knowledge and understanding of Blackfeet Tribal history, culture, values, and community.

· Knowledge of the mission and role of Tribally Controlled Colleges and Universities.

· Ability to interact respectfully and professionally with students, faculty, staff, community members, and external partners.

Complexity

The position requires knowledge of administrative and office procedures, records management, student support, scheduling, purchasing, travel coordination, and general division operations.

The incumbent must be able to prioritize multiple responsibilities, manage competing deadlines, maintain accurate and confidential records, respond appropriately to student and faculty needs, and exercise independent judgment in carrying out routine administrative responsibilities.

The position requires the ability to work independently while recognizing matters that require consultation with or approval from the Human Services Division Chair or other appropriate College administrators.

Personal Contacts

Contacts include Blackfeet Community College administration, faculty, staff, students, Board of Trustees, and other personnel as defined by the BCC Employee Policies and Procedures Manual.

External contacts may include Blackfeet Tribal departments and programs, community organizations, educational institutions, vendors, consultants, professional organizations, students' families when appropriate and authorized, and other individuals or entities necessary to conduct the day-to-day operations and activities of the Human Services Division.

Physical Demands

Work is generally performed in an office and educational environment. The position requires sitting and working at a computer workstation for extended periods, as well as frequent use of computers, telephones, and other standard office equipment.

The position may require walking between buildings on campus and navigating stairs, walkways, pavement, and unimproved areas in varying weather conditions.

The incumbent may occasionally be required to lift, carry, or move objects weighing up to approximately 25 pounds, including files, office supplies, equipment, and materials.

Records management and filing may require bending, reaching, lifting, standing, and moving materials.

Reasonable accommodations will be made for qualified individuals with disabilities in accordance with applicable requirements.

Guidelines

The incumbent will be guided by:

· Position Description

· BCC Employee Policies and Procedures Manual

· BCC Catalog

· BCC Administrative Policies and Procedures

· Family Educational Rights and Privacy Act (FERPA)

· Applicable Blackfeet Community College policies and procedures

· · Applicable tribal, state, and federal laws, rules, regulations, and requirements