Math/Science Administrative Assistant

Department

Administrative Assistant - Math and Science Division

Personnel Definition

Classified Position, Regular Full-Time

Term of Employment

10 months/year, 22 pay periods

FLSA

Non-exempt

Supervision Received

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

· Math/Science Division Chair

· Vice-President

· President

Supervision Exercised

· None

General Statement of Duties

Under the direction of the Math/Science Division Chair, the Math/Science Administrative Assistant provides comprehensive administrative, clerical, and customer service support to the Math/Science Division. This position serves as the primary point of contact for students, faculty, staff, and the public while coordinating daily office operations, assisting with division planning, maintaining records, supporting instructional activities, and ensuring efficient administrative services.

Specific Area of Duties

· Receive telephone calls for the Math/Science Division, screen telephone calls

and route to the proper person. If person is not available, take appropriate

message and follow-up or send to extension so they can leave a message.

· Greet all visitors courteously, determine their needs, and direct them to the proper person and/or office on campus.

· Sort all incoming mail for the Math/Science Division and deliver to appropriate personnel

· Prepare, process, and track requisitions, purchase requests, payment vouchers, travel documents, and other business office forms while assisting with monitoring departmental budgets.

· Receive, distribute, and maintain electronic and paper correspondence, including mail, email, and official documents.

· Prepare correspondence, reports, agendas, presentations, meeting minutes, and other documents while maintaining confidentiality.

· Assist students, faculty, and staff with office technology, printing, scanning, copying, and communication needs.

· Maintain accurate electronic and physical filing systems in accordance with institutional record retention requirements.

· Coordinate textbook and instructional material orders in collaboration with faculty and the campus bookstore.

· Assist with course scheduling, classroom assignments, and semester preparation utilizing the College's student information system.

· Maintain bulletin board in the South Wind Lodge

· Maintain calendars, deadlines, appointments, meetings, reports, and project timelines for the Division Chair.

· Coordinate communication and scheduling with Math/Science faculty and staff housed within South Wind Lodge.

· Facilitate communication between faculty, administration, students, community partners, and the Board of Trustees as appropriate.

· Maintain inventory and order office, instructional, laboratory, and operational supplies.

· Assist faculty with classroom preparation and instructional support as appropriate.

· Call Maintenance or Security for staff/faculty or public

· Notify emergency personnel when necessary following College emergency procedures.

· Coordinate travel arrangements, travel reimbursements, conference registrations, and related documentation.

· Assist with accreditation activities, assessment reporting, program review documentation, grant reporting, and record management.

· Assist with ordering office supplies, lab supplies and equipment

· Assist with student registration and general advising referrals.

· Coordinate meetings, workshops, special events, and division activities.

· Maintain confidential personnel and student records.

· Utilize Microsoft Office 365, Google Workspace, Jenzabar, and other institutional software.

· Prepare purchase orders and maintain procurement documentation.

· Assist with data collection, reporting, and annual departmental planning.

· Maintain division webpages and informational materials as assigned.

· Perform other duties as assigned.

Qualifications

· Associate degree in Office Administration, Business Administration, Education, or a related field required.

· Minimum of three (3) years of progressively responsible administrative support experience, preferably in higher education or a related environment.

Knowledge, Skills & Abilities Required

Knowledge, Skills & Abilities Required:

• Knowledge of general office practices, procedures, and administrative support functions.
• Knowledge of records management, filing systems, and document retention practices.
• Knowledge of Microsoft Office 365 (Word, Excel, Outlook, PowerPoint), Google Workspace, and other office technologies.
• Knowledge of Jenzabar or the ability to learn the College's student information system and related software applications.
• Knowledge of purchasing procedures, budget tracking, travel processing, and business office procedures.
• Knowledge of customer service principles and professional office etiquette.
• Knowledge of FERPA and the ability to maintain confidentiality of student, employee, and institutional records.
• Excellent written and verbal communication skills, including grammar, spelling, punctuation, proofreading, and minute-taking.
• Strong organizational, planning, and time management skills with the ability to prioritize multiple assignments and meet deadlines.
• Strong computer and data entry skills with the ability to learn new software applications.
• Ability to establish and maintain effective working relationships with students, faculty, staff, administrators, and the public.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with professionalism.
• Ability to work independently with minimal supervision while contributing effectively as a member of a team.
• Ability to adapt to changing priorities in a fast-paced academic environment.
• Ability to provide courteous, professional, and culturally responsive customer service.
• Ability to operate standard office equipment, including computers, printers, scanners, copiers, and other office technology.

Complexity

This position requires the ability to manage multiple priorities simultaneously while exercising independent judgment, maintaining confidentiality, and providing excellent customer service in a fast-paced academic environment.

Personal Contacts

Has contact with all personnel in all departments, has contacts with students, meets the public.

Physical Demands

Work is performed in a normal office environment. Duties require extensive use of computers and office equipment. The noise level in the work environment is usually quiet. Normal demand of office work is applicable. Walking, standing, and sitting at desk is required. Some lifting will be required (i.e. books, equipment, and other miscellaneous materials) and walking up and down a step ladder.

Guidelines

This position will be guided by:

· Position Description

· Employee Contract

· BFCC Policies and Procedures Manual

· BFCC Catalog

· All applicable tribal, federal and special policies, laws, rules and regulations as they apply.