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Administrative Support Assistant II, School of Mathematics & Science

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Community College of Baltimore County

Job Description

Class Description

The purpose of this class is to provide professional level administrative support services to assigned department or program.

Minimum Requirements

High school diploma/GED and five years related office experience or Associate’s Degree and three years related office experience; knowledge and experience using Microsoft Office applications; must complete and pass Microsoft testing modules which includes Word and Excel and demonstrate the ability to type 30 wpm. (Candidates with proof of current Microsoft Office Expert Specialist Certification do not need to test.)

Class Specific Essential Duties

  1. Assist and provide information to students, faculty, administrators and the college community.
  2. Assist in planning meetings, special events, and with special projects.
  3. Serve as liaison between department or program and other offices or organizations.
  4. Research, analyze and process data into college systems.
  5. Maintain records and files.
  6. Answer, screen and direct telephone calls.
  7. Compile reports, documents, forms and correspondence.
  8. Create and track check requests, requisitions, work orders and other request forms. 
  9. Process and manage all relevant course, program and/or personnel paperwork.

Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There will be other duties as assigned.

Position Specific Essential Duties

  1. Greet and direct visitors to the Physical Science Department office. Answer, screen, and direct telephone inquiries. 
  2. Manage the scheduling of the planetarium, including creating the calendar, scheduling appointments and sending out planetarium packets.
  3. Manage the office for the Physical Science Department and administratively assist the coordinators, including maintaining confidential personnel, departmental files, supplies, inventory, and office equipment, including ordering and maintenance.  
  4. Serve as department liaison to the bookstore, college printing services, testing center, human resources, and public safety.
  5. Prepare and submit faculty overload and adjunct faculty contracts; ensure compensation is at appropriate rate by maintaining up-to-date files with necessary information to be able to evaluate when they have met requirements to move to the next level. Track and post faculty schedules.
  6. Hire, train, and assist work-study students and part-time associates within the school, including assisting with evaluating performance and reporting disciplinary problems to supervisor, if necessary. 
  7. Monitor and modify the semester registration using Banner; notify students of cancelled classes and inform them of alternative classes; obtain class lists & non-attendance rosters, distribute to faculty for input, collect, and submit to records office.
  8. Assist in the collection of information related to book orders, including ordering desk copies for faculty, student success center, library, and disability support services.  
  9. Maintain departmental databases ensuring accuracy of information within databases.
  10. Exercise discretion and confidentiality in handling student complaints; guide student to proper resource person.
  11. Manage departmental printing needs; coordinate printing needs with the college printing services; secure tests when they come back from printing services.
  12. Assist in data collection related to the process for student evaluation of faculty.
  13. Assist and provide information to students, faculty, administrators, and the college community and direct individuals to the correct CCBC department or resource, based upon request.
  14. Attend staff development sessions on updating CCBC systems, such as Banner or SharePoint, and on CCBC policies and procedures.
  15. Use specialized programs to generate faculty contracts and summer teaching assignment forms to meet deadlines set by SOMS administration and payroll.

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