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Job Summary
Somerset Community College is accepting applications for an Administrative Assistant II to support the Dean of Career and Technical Education and multiple academic programs, including Aviation Maintenance, Electrical, Industrial Maintenance, and Automotive.
This position serves as a lead administrative support role for the division, managing day-to-day operations, coordinating communication across programs and divisions, and maintaining sensitive and confidential information. The role requires strong organizational skills, initiative, and the ability to manage multiple priorities in a fast-paced academic environment.
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Job Duties:
Administrative & Office Management
• Provide comprehensive administrative support to the Dean of Career and Technical Education.
• Maintain and organize calendars, schedules, and meetings, including coordinating logistics and preparation.
• Prepare correspondence, reports, memorandums, and other documents.
• Maintain and organize confidential files and records related to faculty, staff, students, and programs.
• Serve as the primary point of contact for the division, including greeting visitors, answering phones, and distributing mail.
Program & Faculty Support
• Collaborate with faculty and staff across Career and Technical Education programs (Welding, Aviation, IMT, Automotive, HVAC, Diesel, Electrical, CMM, Electronics, Construction, KYFAME, CDL, and FWT).
• Assist with coordination of program activities, meetings, and special events.
• Support the division with preparation of course schedules, class offerings, and classroom usage as needed.
• Assist with student-related communications and program documentation.
• Assist students with the enrollment process by providing guidance and connecting them with appropriate staff and resources.
• Provide advising support to current and prospective Career and Technical Education (CTE) students via phone, email, and in-person appointments.
• Occasional travel to London and other sites for recruitment activities for the division.
Financial & Operational Support
• Maintain and track departmental budgets, purchases, and reconciliations.
• Manage procurement processes, including purchase requests and procurement card transactions.
• Order and maintain inventory of departmental supplies.
• Assist with the management of adjunct and overload contracts.
• Provide administrative support to the Dean of Career and Technical Education and division programs with travel reimbursement processes.
• Assist the Dean of Career and Technical Education with grant budget monitoring and tracking.
Coordination & Communication
• Serve as a liaison between Career and Technical Education programs and other college departments, including Business Office, Maintenance and Operations, Workforce Solutions, and Information Technology.
• Coordinate meeting spaces, including scheduling, setup, and support needs.
• Communicate operational needs and ensure timely follow-up.
General Support
• Assist with handling confidential and sensitive information with professionalism and discretion.
• Support division-wide initiatives, reporting needs, and accreditation-related documentation as needed.
• Perform other duties as assigned.
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