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Administrative Assistant, Advancement & Workforce Job in Springfield, Ohio US

Administrative Assistant, Advancement & Workforce

Clark State College - Springfield, OH

Posted: 5/6/2025 - Expires: 6/5/2025

Job ID: 288790450

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Job Description

Description

The Administrative Assistant, Advancement & Workforce position is responsible for performing administrative support duties for the Director, Foundation and the Director, Workforce in an orderly, efficient, and professional manner. This position relieves the directors of administrative-type functions in order to increase the time available for executive-level responsibilities and planning. This position requires a high degree of confidentiality.
 

Essential Functions & Responsibilities

- Provides frontline customer service for visitors, students, faculty, and staff visiting Office of Advancement, which includes Foundation and Workforce.
- Oversees office operations in an efficient and customer service-friendly manner to achieve maximum productivity and expense control. This position is responsible for:
    - Office organization
    - Communication link to all College constituents
    - Purchase supplies and equipment as needed
    - Creates and maintains appropriate files and correspondence as needed
    - Monitors budget expenditures and processes purchasing card payments and mileage submissions
    - Manages independent contracts and processes invoices and payments
    - Monitors the Director's calendars and schedules appointments as appropriate
    - Handles incoming calls to the Director's if they are unavailable
- Assists with special projects and events that may take place related to Foundation or Workforce operations
- Assists in entering and maintaining course schedules and room utilization information along with communications regarding upcoming courses.
- Assists with program, governmental, and grant reporting responsibilities.
- Assists with the preparation of course materials as requested.
- Invoices, receives, and tracks special event revenue.
- Responds to direct donor inquiries
- Manages email inboxes and answers general phone calls for Foundation, Workforce, and Scholarship.
- Provides administrative support for Foundation Board and Committee meetings.
- All other duties as assigned by supervisor.

Knowledge and Skills:
 
ExperienceSix months to two years of similar or related experience. 
 
EducationA high school education or GED
 
 
Interpersonal SkillsA significant level of trust and diplomacy is required, in addition to normal courtesy and tact. Work involves extensive personal contact with others and/or can be of a personal or sensitive nature. Work may involve motivating or influencing others. Outside contacts become important and fostering sound relationships with other entities (companies and/or individuals) becomes necessary and often requires the ability to influence and/or sell ideas or services to others. 
 
Other SkillsHigh degree of sensitivity, personal integrity, and discretion required for work involving access to personal and confidential information; high degree of initiative and self-direction
Proven ability to multi-task within a busy environment with strong time management and organizational skills
Excellent customer service skills; ability to positively interact with external constituents, students, and staff
Excellent verbal and written communication skills
Ability to problem solve and willingness to learn and adapt to change
Advanced technical skills, including proficiency in various office software requiring spreadsheets, mathematical ability, and record keeping
 
Physical RequirementsThe work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, carrying of light items, driving an automobile, etc. No special physical demands are required to perform the work. 
 
Work EnvironmentRegular exposure to favorable conditions such as those found in a normal office. 

Language Skills          Ability to read and interpret documents such as safety rules, operating and                                                  maintenance instructions, and procedure manuals.                                           
                                Ability to write routine reports and correspondence.
                                Ability to speak effectively before groups of customers or employees of organization.
 
Mathematical Skills   Ability to add, subtract, multiply, and divide in all units of measure, using whole                                          numbers, common fractions, and decimals. 
                              Ability to compute rate,  ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability     Ability to apply common sense understanding to carry out instructions furnished in                                      written, oral, or diagram form. 
                             Ability to deal with problems involving several concrete variables in standardized                                         situations.

Job Summary

Employment Type:
Full Time Employee
Job type:
Regular Employment
Skill Based Partner:
No
Education Level:
High school graduate
Work Days:
Mon, Tue, Wed, Thu, Fri
Job Reference Code
N/A
Salary
$0.00 - $18.50 /hour
Licenses / Certifications:
N/A
Display Recommended WorkKeys®Recommended WorkKeys®:
Applied Math: 4
Graphic Literacy: 4

Workplace Documentation: 4