Administrative Assistant

About the Department

Position Duties

• Provide high-level administrative support to the Vice President, including managing complex calendars, scheduling meetings, and coordinating daily operations. Prepare, review, and maintain confidential documents such as budget reports, contracts, personnel records, and institutional correspondence. Serve as the primary point of contact between the Vice President and internal/external stakeholders, including faculty, staff, vendors, and community partners. Coordinate and plan divisional meetings, prepare agendas, record minutes, and ensure timely follow-up on action items. Maintain strict confidentiality of sensitive financial, personnel, and institutional information in accordance with BCCC policies and applicable regulations. Support financial and administrative processes, including procurement documentation, travel approvals, and budget tracking. Organize and maintain filing systems (electronic and physical) to ensure accurate and accessible records management. Assist and coordinate in the preparation of reports, presentations, and communications that support Finance and Administration initiatives and BCCC’s strategic goals. Coordinate special projects and initiatives led by the Vice President, including research, data compilation, and deadline tracking. Monitor and respond to correspondence on behalf of the Vice President, ensuring professionalism and alignment with institutional priorities. Support compliance-related activities by maintaining documentation and assisting with audits or reporting requirements. Collaborate with other departments to ensure effective communication and alignment with BCCC operational and fiscal objectives. Assist with event planning and logistics for division-related meetings, trainings, and community engagement activities. Provide backup administrative support to other senior leadership offices as needed during peak periods or staff absences. Perform general office management tasks, including ordering supplies and coordinating office logistics. Participate in professional development and training opportunities to enhance job performance.
• Provide high-level administrative support to the Vice President, including managing complex calendars, scheduling meetings, and coordinating daily operations.
• Prepare, review, and maintain confidential documents such as budget reports, contracts, personnel records, and institutional correspondence.
• Serve as the primary point of contact between the Vice President and internal/external stakeholders, including faculty, staff, vendors, and community partners.
• Coordinate and plan divisional meetings, prepare agendas, record minutes, and ensure timely follow-up on action items.
• Maintain strict confidentiality of sensitive financial, personnel, and institutional information in accordance with BCCC policies and applicable regulations.
• Support financial and administrative processes, including procurement documentation, travel approvals, and budget tracking.
• Organize and maintain filing systems (electronic and physical) to ensure accurate and accessible records management.
• Assist and coordinate in the preparation of reports, presentations, and communications that support Finance and Administration initiatives and BCCC’s strategic goals.
• Coordinate special projects and initiatives led by the Vice President, including research, data compilation, and deadline tracking.
• Monitor and respond to correspondence on behalf of the Vice President, ensuring professionalism and alignment with institutional priorities.
• Support compliance-related activities by maintaining documentation and assisting with audits or reporting requirements.
• Collaborate with other departments to ensure effective communication and alignment with BCCC operational and fiscal objectives.
• Assist with event planning and logistics for division-related meetings, trainings, and community engagement activities.
• Provide backup administrative support to other senior leadership offices as needed during peak periods or staff absences.
• Perform general office management tasks, including ordering supplies and coordinating office logistics.
• Participate in professional development and training opportunities to enhance job performance.

Minimum Qualifications

• Education: Associate’s degree in Business Administration, Office Administration, Public Administration, or a related field required. Experience: Minimum of 3–5 years of progressively responsible administrative support experience, preferably supporting senior-level executives. Experience in a higher education, government, or public sector environment preferred. Demonstrated experience handling confidential and sensitive information with discretion and professionalism. Experience with financial administration support (e.g., budgeting, procurement, or records management)

Education

Experience

Other Qualifications

• Education: Bachelor’s degree preferred.

Benefits

• This position is not eligible for benefits.