Administrative Associate, Facilities

Job Summary

This position provides administrative support to the Facilities Department as directed.  This position reports to the Director, Facilities Operations and Special Projects.

Essential Job Functions

• Daily opening responsibilities for the Information Center. Provide Information Center coverage as necessary
• Maintain filing systems according to established procedures and implement new filing systems as directed
• Data entry for multiple processes and systems
• Compiling established procedures into uniformly styled lists and procedures
• Answer phones in office; primary back up college switchboard operator 
• Assisting with vending planogram tracking
• Conduct basic research to gather, verify, and summarize information from reliable sources
• Use online search tools, databases, and other resources to support project needs
• Schedule appointments
• Provide back-up for Mail Services as needed
• Other duties as assigned

Minimum Requirements to Perform Work

• High school diploma or equivalent
• Ability to work 7: 45am - 3: 45pm Monday-Friday, with occasional Saturday or Sunday shifts as necessary
• Two years of similar administrative support experience in an office environment
• Computer proficiency (Microsoft Office and Teams)
• Proficiency with small office equipment (e.g., copy machines, multi-line phone systems) Demonstrated attention to details with regard to communication, data entry and filing systems
• Excellent telephone and communication skills
• Excellent and effective organization and customer service skills
• Must be positive, collaborative and cooperative

Preferred

• Associate degree 

Supplemental Information

SALARY INFORMATION:

This full-time position will be placed on the College 12-month employee non-exempt staff salary scale at grade 5.  Actual salary placement based on qualifications and experience.  Position includes excellent fringe benefits package.

PHYSICAL DEMANDS:

The work is normally sedentary which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.  Additionally, the following physical abilities are required:   

• Hear/talk/communicate – Must be able to exchange information and communicate
• Visual acuity - Ability to perceive or detect surroundings
• Mental acuity – Ability to focus, concentrate, understand, and convey subject matter
• Repetitive motion (i.e. ,keyboarding)
• Stand/sit/walk – Ability to move or traverse from one area to another

WORK ENVIRONMENT:

College campus; direct contact with students, staff, faculty and the general public in classrooms, common and shared areas, offices and campus environments.  Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as office, meeting, and training rooms.  Use of safe workplace practices with office equipment; computers for data entry and word processing with some highly technical applications and new technology systems; avoidance of trips and falls; observance of fire, workplace and building safety regulations and all college policies.  

TO QUALIFY FOR EMPLOYMENT, SELECTED CANDIDATES MUST:

• successfully complete a criminal background check (for designated positions)
• be able to work on campus as of the first day of employment
• be a resident of DE, MD, PA, VA, WV or DC as of the first day of employment
• be currently authorized to work in the US, as the College does not offer Visa sponsorships  

Carroll Community College has the right to revise this position description at any time, and this position description does not represent in any way a contract of employment.

Carroll Community College is committed to fostering a welcoming environment for all.  We are proud to be an equal opportunity employer.

Salary/Compensation: $34,186 - $44,442 per year

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