Core responsibilities of this position include:

The Administrative Assistant I of the Advanced Manufacturing and Material Center (AMMC) is a part-time, non-benefited position that supports the overall operations of the new center. This comprehensive 12-month position is critical to the clerical, administrative, and operational functions of the area. Responsibilities include: departmental files, generating invoices, tracking waivers, receipting payments, reception of guests, assisting customers on the phone and scheduling AMMC courses and events. In addition, duties may include, but are not limited to completing department inventory; compiling information for reports and correspondence; maintaining effective public relations; notifying staff of emergency situations; tracking data and maintaining associated reports; and maintaining confidentiality. This position must effectively collaborate with a variety of offices and personnel across campus, and as needed, support other events and functions for the department and division as needed.

Other tasks may be assigned based on contemporary institutional need.

• Support an Outreach and Workforce Development social media presence. Work in collaboration with Program Manager and LCCC Marketing to develop digital advertising.
• Utilize department software to generate student waivers, process registrations and assist AMMC adjunct instructors in the management of their class rosters and ordering of class supplies.
• Notify students of changes to class schedules or class cancelations.
• Utilize campus software to generate Additional Appointment, New Hire, Termination and Adjunct Overload Personal Action Forms (PAF’s).
• Execute all position functions, records management, and reporting in compliance with College policies and procedures.
• Provide professional customer service in person, via phone and emails.
• Collaborate with other campus departments/entities to complete forms, processes, and duties in accordance with College and department policies and procedures.
• Assist the Program Manager and department staff with meeting and event organization including scheduling appointments/meetings; reserving rooms, meals, and refreshments; facility setup; record and distribute agendas and meeting minutes
• Organize and assist with travel arrangements in accordance with college policies
• Process travel requests, maintenance work orders, Personnel Action Forms, and other department forms as needed
• Notify and assist the Program Manager with any potential safety, equipment, or facility concerns in accordance with college policies
• Assist with implementation, compliance, and revisions, to existing LCCC policies and procedures
• Respond to potential emergency situations by following department procedures, notifying the necessary parties (campus safety, emergency services, etc) and notify the Program Manager as soon as possible

• Monitor and order general supplies and equipment for the department and support individual team members as needed in accordance with the College’s purchasing card policies.
• Maintain, track, and support the overall department budget process and support individual program budgets as needed
• Complete required purchasing card documentation including allocation reports, submitting of receipts, and retention of document in accordance with college procedures
• Process travel requests, maintenance work orders, limited purchase orders and purchase requisitions, etc.

Additional duties may be assigned by the Program Manager

• Assist the Program Manager by helping to maintain the departmental budget spreadsheet.
• Assist the College in local, state, regional, or national projects and programs, boards, or groups when appropriate.
• Solicit feedback and implements suggestions from students and peers.
• Assist with and attend special events.
• As required attend college, division, and program trainings/meetings.
• Assist with event setup including moving tables, chairs, signage and assist with audiovisual equipment.
• Provide access for approved parties/customers to college facilities.

• Working knowledge and ability with personal computing applications – specifically Microsoft Office Suite (e.g., Word, Excel, Outlook, and PowerPoint), Adobe products (e.g., Reader, Professional), as well as database management systems.
• Skills and abilities to perform as an organized, self-starter, and able to handle expeditiously, accurately, and confidentially the rapid receipt of communications from all sources—written, email, voice mail, one-on-one with attention to detail; able to act on own initiative while exercising reasonable judgment.
• Excellent customer service skills; ability to communicate clearly with a variety of people, in one-to-one and small group settings – either face-to-face, by telephone, or by other electronic means.
• Ability to communicate in an informative manner, effectively listen, and be able to handle escalating situations with concern and confidence.
• Ability to respond to common inquiries from college faculty and staff, regulatory agencies, vendors, regional business community, and others as may be necessary.
• Knowledge of basic office equipment including (but not limited to) personal computer and associated peripherals, fax machine, multi-line telephone, voice recorders, and other electronic devices.
• Ability to effectively and professionally execute the essential functions of this position with proven capabilities in establishing appropriate professional rapport, communicating with courtesy and tact, accurately determine others needs, collecting necessary information, and follow-through when requested.
• Ability and knowledge to complete basic mathematics.
• Ability to read and interpret instructions in oral, written, or diagrammatical form (e.g., a flow chart of a process) and consider possible applications of business literature and legal documents.

• To successfully perform the essential functions of this position, an employee must be able to maintain appropriate composure and necessary confidentiality with regard to both past and current employee, student, and donor data; documents; issues; etc., and respect privacy needs of employees, students, donors.
• The ability to comply with highly inflexible deadlines is required to successfully perform the essential functions of this position; there will be multiple occurrences of sudden, urgent task completion required.
• While performing the essential functions of this position a variable work schedule may be required including long workdays, evenings, occasional weekends and some holidays.
• There may be occurrences of interacting with employees and/or students, past employees and/or students, members of the general public, and others who express opinions, may exhibit strong emotions, which will require the employee to interact professionally, diplomatically, and appropriately in such situations.
• While performing the essential duties of this position, an employee would frequently be required to move around the assigned work areas as well as within hallways, meeting rooms, and other parts of the campus facilities.
• There may be multiple/daily instances of prolonged sitting, standing, and personal computer use, which would include keyboard and/or mouse usage as well as viewing a computer monitor.
• An employee must periodically lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds to perform essential position functions. A team lift technique is required for lifts exceeding 50 pounds.
• Specific vision abilities required by this position include close vision, distance vision, and ability to adjust focus.
• The overall work environment requires the mental ability to shift focal point quickly due to interruptions; an employee must be able to mentally track multiple projects and tasking as well.
• The noise level in the work environment is usually moderate; however, there may be unexpected instances of somewhat loud sounds.

NOTE: This position description is a general description; it is not intended as an employment contract, nor is it intended to describe all duties someone in this position may perform. All employees of the College are expected to perform other tasks as assigned by their respective supervisor/manager regardless of job title or routine job duties.

Minimum Qualifications:

• Associate Degree from a regionally accredited institution or in lieu of the educational requirement a minimum of two years of direct work experience related to the job duties listed and a high school diploma, GED, or equivalent.
• One year of experience providing customer service or administrative assistance in a detailed oriented, computerized, and/or data-oriented environment.

Preferred Qualifications:

• Four years of experience in a customer service or clerical assistance environment.