Administrative Assistant, Conference Center, Part Time Temporary

Description

• Provide administrative support for Conference Center Director and The Conference Center at GTCC .
• Coordinate schedules including internal and external obligations, including coordination and prioritization of daily appointments and business obligations.
• Arrange meetings: handle communications, travel arrangements, and the processing of related functions and documents.
• Call processing: The person in this position should be able to refer incoming calls to the respective employee or department while ensuring that appropriate calls are referred to the Conference Center Director.
• Provide administrative support to the Conference Center Director relative to committee appointments. Duties include scheduling meetings, preparing agendas, documenting minutes, and preparing exhibits.
• Assist in the hiring processes for the Conference Center by coordinating interview meetings/documents.
• Prepare new hire and separation documents, as well as prepare payroll and manage leave requests for Conference Center staff.
• File and retrieve documents and reference materials.
• Support regional accreditation processes and correspondence.
• Provide exemplary customer service in person, over the phone and via email. Treat customers with courtesy and respect, showing concern for their needs, and investigate and resolve concerns promptly.
• Help interpret policy for students, parents, and faculty/staff.
• Maintain confidentiality of information.
• Maintain budget records: recommend expenditure requests, monitor expenditures to ensure compliance with approved budget, recommend and process budget transfers. Assist in developing draft budget proposals as necessary.
• Perform purchasing functions: research availability and pricing, assist in developing bid proposals, complete requisitions/contracts and process invoices for approval.
• Prepare reports and/or presentation materials as required.
• Help coordinate planning unit activities and timely completion of planning process/documents.
• Ensure all documents that require a signature are promptly signed and returned to appropriate recipients.
• Provide training and mentoring to other administrative assistants as needed.
• Develop forms for college wide use.
• Serve on college committees and focus groups.
• Demonstrate and model the college’s employability skills: adaptability, communication, information processing, problem solving, responsibility and teamwork.
• Perform all other duties as assigned.

• Prioritizing work between GTCC and GC3 ( GTCC Corporation for Creativity and Commerce) entities.
• Interacting with constituents up, down and across the organization as well as external clientele
• Fast paced hospitality environment with frequent interruptions and constant multi-tasking
• Flexibility in work schedule required to accommodate the business demands

• Director of Conference Center, Conference Center Team Members
• GTCC Leadership, Staff, Faculty and Students
• GTCC Departments such as Facilities, ITS and Campus Police
• External clients, both established and prospective
• Vendors, contractors and visitors within the building

• Associates Degree in Business Administration, Office Management, Hospitality or related field, or at least four years’ of related administrative experience.

• Bachelor’s Degree in Business Administration, Office Management, Hospitality or related field

• Two years of related administrative experience and a proven record of progressively responsible experience in administrative functions, including evidence of experience in the following areas:
• Thorough knowledge of office practices, procedures and equipment to include basic accounting practices to track budget and expenditures
• Proficiency in Microsoft Office products and experience using word processing, developing spreadsheets, developing presentations, and using database software applications

• More than 2 years of recent progressively responsible experience providing administrative support
• Experience in a conference center, convention center, special events venue or catering operation
• Experience in an academic setting
• Experience with electronic Customer Relationship Management ( CRM ) database management
• Recent experience with an enterprise student information system (e.g., Colleague)
• Possess an intermediate knowledge of database programs (e.g., Access)

• Ability to create, correct and format documents and communications. Work experience with word processing, database software, spreadsheets, presentation and communication software. Willingness to be continually updated in these skills.
• Ability to work independently with limited supervision.
• Demonstrate initiative in upgrading skills with professional developmental opportunities.
• Ability to handle paperwork and confidential information with discretion and sensitivity.
• Exceptional organizational skills and deadline management with the ability to prioritize projects and tasks.
• Ability to work efficiently and calmly under pressure.
• Strong verbal skills and personable manner in dealing with the public in person and on the phone.
• Ability to compose correspondence with correct punctuation and grammar.
• Strong proof reading skills.
• Ability to communicate effectively both orally and in written form.
• Punctuality and flexibility in time management.
• Neat, professional appearance and attire.
• Proficient computer skills.
• Accuracy and attention to detail is a must.
• Ability to organize and maintain files for ready access.
• Must be willing to work flexible schedules as needed. Will be in constant contact with public at all times.

• A valid NC or other state issued driver’s license. – Must be a licensed driver due to the fact that when performing duties, it may be necessary to travel to one of several locations as part of the job function.
• Prepare signage for upcoming events, assist with menu formatting and other projects and routine tasks that support the daily operations of the event center.
• Dresses professionally and neat in appearance at all times.
• Assist with event coordination as requested, to include communicating with clients about their needs.
• Compile credit card reconciliation reports and mileage reimbursement forms.
• Knowledgeable in college event scheduling software and “Use of Facilities” Policy & Procedures
• Able to work a flexible schedule as needed

• Ethics
• Safety/Shooter on Campus
• Personal Information Protection Training ( PIP )
• Anti-Discrimination/Harassment & Title IX
• Other training may be required as determined applicable.