Position Summary

The Administrative Assistant provides high-level administrative, clerical, and operational support to the Vice Presidents of Administration & Operations and Workforce & Strategic Initiatives. This position is responsible for coordinating daily office functions, managing communications and schedules, maintaining fiscal and administrative records, and ensuring efficient office operations. The role serves as a primary point of contact for internal and external stakeholders and requires discretion, organization, and the ability to manage multiple priorities in a fast-paced environment.

• An on-line application
• Current résumé
• Copy of college transcripts (Transcript of college work verifying degree requirement; must include degree awarded and date confirmed. Unofficial transcripts will be accepted before the deadline, but official transcripts must be received if employed.)

Essential Duties and Responsibilities

1. Coordinate the flow of documents and information within the Vice Presidents’ offices by reviewing, prioritizing, and routing materials to appropriate recipients while ensuring timely processing, accuracy, and follow-up.
2. Maintain organized filing systems (physical and electronic), including retention, archiving, and disposal of records in accordance with applicable guidelines. 
3. Draft, edit, and distribute correspondence, reports, forms, and presentations. 
4. Prepare meeting materials and record, transcribe, and distribute meeting minutes as assigned. 

1. Serve as the initial point of contact for the office by answering and directing calls, responding to inquiries, and greeting visitors in a professional and courteous manner. 
2. Screen communications, prioritize messages, and ensure timely follow-up. 
3. Provide accurate information and refer students, employees, and the public to appropriate departments or personnel. 

1. Manage and maintain complex calendars for the Vice Presidents, including scheduling meetings, appointments, and events (in-person and virtual). 
2. Coordinate logistics for meetings, special events, and departmental activities. 

1. Process purchase requisitions, invoices, travel documents, and related forms in compliance with college procedures. 
2. Verify required approvals and maintain accurate fiscal and administrative records. 
3. Monitor office supply inventory and coordinate ordering; ensure office equipment is functional. 
4. Assist with budget tracking and preparation of reports as needed. 

1. Enter, update, and maintain data in systems such as Banner, AAESAP, or other institutional software. 
2. Maintain organized electronic records and ensure accessibility of documents and reference materials. 

1. Maintain confidentiality of sensitive information in compliance with FERPA and institutional policies. 
2. Attend meetings, college functions, and serve on committees as assigned. 
3. Demonstrate initiative, adaptability, and a willingness to support tasks beyond primary responsibilities. 
4. Establish and maintain effective working relationships with faculty, staff, students, and external stakeholders. 
5. Perform other duties as assigned. 

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM EDUCATION AND EXPERIENCE

1. A minimum of a high school diploma or equivalent is required.
2. A minimum of fifteen (15) years’ work experience in an office setting is required.
3. Proficiency in Microsoft Excel (or equivalent) for data entry, reporting, and analysis is required.
4. Proficiency in Microsoft Word (or equivalent) for document preparation and communication is required.

KNOWLEDGE, SKILLS, AND ABILITIES

1. General office practices, procedures, and administrative support functions. 
2. Applicable college policies and procedures, including FERPA. 
3. Enterprise systems such as Banner or similar platforms (preferred). 
4. Strong organizational and time-management skills with attention to detail. 
5. Proficient use of computers, office software, email systems, and standard office equipment. 
6. Effective written and verbal communication, including drafting and proofreading professional correspondence. 
7. Customer service and interpersonal skills, with the ability to interact professionally with diverse populations. 
8. Manage multiple priorities, meet deadlines, and adapt in a fast-paced environment. 
9. Exercise sound judgment and make decisions based on established guidelines and available information. 
10. Maintain confidentiality and handle sensitive information with discretion. 
11. Work independently with minimal supervision while supporting team objectives. 
12. Remain calm and professional under pressure. 
13. Demonstrate initiative, accountability, and a strong work ethic. 
14. Learn and apply new processes, technologies, and procedures. 
15. Support executive-level staff by anticipating needs and managing priorities effectively.

Application Procedures/Additional Information

Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed application packet in order to be considered for this position. Complete application files must be received no later than the application deadline. Applicants who fail to submit all required information will be disqualified. Only applications received during the period of this announcement will be considered. Applicants must travel at their own expense. Finalist will be required to provide official transcripts that are mailed directly to the Office of Human Resources at Bevill State Community College from the institution(s) granting the credits.

APPLICATIONS ARE ONLY ACCEPTED ONLINE AT:
 https://www.bscc.edu/about/employment-opportunities

 BACKGROUND CHECK STATEMENT:
  In accordance with Alabama Community College System Policy and guidelines, the applicant chosen for employment will be required to sign a consent form. Employment will be contingent upon the receipt of a clearance notification from the criminal background check.
  
Bevill State Community College is an equal opportunity employer. It is the policy of the Alabama Community College System, including all post secondary community and technical colleges under the control of the Alabama Community College System Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Bevill State Community College will make reasonable accommodations for qualified disabled applicants or employees. The college reserves the right to withdraw this job announcement at any time prior to the awarding. More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process. Bevill State Community College participates in the E-Verify system to verify employment eligibility for all newly-hired employees.

Bevill State Community College is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) to award associate degrees. Degree-granting institutions also may offer credentials such as certificates and diplomas at approved degree levels. Questions about the accreditation of Bevill State Community College may be directed in writing to the Southern Association of Colleges and Schools Commission on Colleges at 1866 Southern Lane, Decatur, GA 30033-4097, by calling (404) 679-4500, or by using information available on SACSCOC’s website (www.sacscoc.org). Specific questions regarding Bevill State's educational programs, admissions, and other matters related specifically to the College should be forwarded directly to the college.  
 
 If you need assistance, please contact the Human Resources Department.
 Monday - Thursday: 7:30 am - 5:30 pm 
 Friday: 7:30 am - 11:30 am 
 205-387-051, ext. 5784.

 If you need technical assistance after reviewing the instructions, please contact: 
 NEOGOV Customer Service
 Monday-Friday: 8:00 am - 5:00 pm PST 
 (855) 524-5627.