Mountain West HERC

Position Summary

The Office Assistant, within the Office of Transfer and Articulation, is responsible for providing administrative/clerical support to the Director of Transfer, Articulation and Career Alignment and the Director of Early College Programs within the Office of Instructional Partnerships. The Office Assistant supports both Directors' initiatives, including transfer/articulation agreements, AACC University Consortium, the Program Pathways initiatives, Early College Programs and Pathways, budget management assistance, and related educational and business partnerships.

This role also serves as the first point of contact for all office visitors to Ludlum’s 2nd floor. Due to the nature of the office, its daily operations, and the importance of an on-site presence, this front desk position requires a full-time on-campus presence.

Job Duties and Responsibilities

Provide administrative, clerical, and technical support that includes drafting, preparing, and editing correspondence and other documentation, as well as data collection and entry using Microsoft Office software, including PowerPoint, Word, Excel, Access, Google Suite, and various Adobe products. Develop, maintain, oversee, and evaluate work processes and procedures to ensure professionalism in all aspects of the office operation.

Provide direct support to the operations of the AACC University Consortium, including communication with partner institutions, collecting and developing spreadsheets reflecting enrollment and FTE, coordinating all room scheduling and special class sessions, tracking student interest using survey and email tools, developing, coordinating, and facilitating outreach and marketing activities and preparing invoices for facility billing.

Provide direct support to the AACPS partnership, including Early College Programs, signature aligned pathways, on-location courses, the proficiency credit initiative, and other related programs aligned with Blueprint. The focus will be on communication of information between secondary schools and AACC, ensuring support for and collection of paperwork, assessments and grading, collecting data on enrollments and updating tracking databases, organizing professional development, developing pathway promotion and informational material, facilitating outreach, and preparing invoices for billing.

Assist the Directors in developing new agreements between secondary and post-secondary institutions. Coordinate upkeep and renewal process of agreements between AACC and other institutions. Upload, enter, and maintain agreements in the agreement database.

Manage website content online, updating as necessary including Transfer Partners (transfer agreements), University Consortium, Early College Programs and Pathways, and other related partnership agreements. Create PDFs, event pages, and links to agreements, colleges/universities, and various documents/websites as needed.
Facilitate and manage functions related to events, meetings, and programs including facility use, catering, event marketing, material production, event management, payment, and follow-up for Directors.

Support budget management for the Directors’ accounts, including locating sources of goods, recommending vendors, preparing and processing requisitions, assigning proper account information, and preparing and tracking billing invoices for the Directors for both departmental and grant budgets. Support the development and maintenance of budget account records, monitor accounts, and report account balances to the Directors. Assist the Directors with the preparation of budgets as requested. Coordinate process of expense reports, billing, and payments.

Maintain the Directors' calendars, schedule meetings, reserve meeting space, secure technical requirements, and provide administrative support for all meetings. This includes other duties as assigned by the Directors. Serve as the first point of contact for all inquiries, functioning as an internal and external liaison for the purpose of researching and providing required program information, responding to questions related to articulation, schedules, functions, and resources, or directing inquiries to the appropriate point of contact.

Required Qualifications:

High School Diploma/GED

Minimum of 2 years of relevant experience

Demonstrated experience using Microsoft Office, including Excel, PowerPoint, and Outlook (email and scheduling/calendar) in a support role at an advanced level of proficiency.

Excellent oral, written, and interpersonal communication skills, including composition, editing, grammar, punctuation, and proofreading skills.

Ability to work independently in a fast-paced environment with attention to details and deadlines.

Preferred Qualifications:

Associate’s degree.

Ability to deal tactfully and respectfully with both internal and external customers.

Intermediate understanding of budgeting principles and procedures, previous experience in account/budget management.

Proficiency with Microsoft Access, Google Suite, and Adobe Acrobat, creating and editing PDFs.

Effective customer service and conflict resolution skills.

Anne Arundel Community College (AACC) is committed to enriching the educational experience it offers through the diversity of its faculty, administrators, and staff members. The college seeks to recruit and support a broadly diverse team who will contribute to the college's excellence, diversity of viewpoints and experiences, embrace concepts of equity and inclusiveness, and support the equal rights of all people by advancing the understanding and appreciation of differences, including age, race, gender, ability, religious convictions, socio-economic status, ethnic heritage, or sexual orientation.

While we appreciate your interest in employment with Anne Arundel Community College, applicants must be currently authorized to work in the U.S. on a full-time basis. Employment-based visa sponsorship (including H-1B sponsorship) is not available for any position.

Pay dates occur on the 7th and 22nd of each month. If those dates fall on a weekend, the pay date occurs on the Friday prior to the 7th and 22nd. As an employee of the college, you are eligible for a comprehensive benefits package.

In the best interest of the College, only individuals who are residents of Maryland or one of the following states will be eligible for employment at the college: Delaware, Pennsylvania, Virginia, West Virginia or the District of Columbia. The college will annually review this restriction and, if appropriate, expand the list of states of employment eligibility.