Working Hours:

Working hours for this position consists of a 7.5-hour period (between the hours of 8:00 am and 7:30 pm), exclusive of a 1/2- or 1-hour lunch.  In this position, the employee may be required to work up to two evenings per week with specific evenings assigned at the onset of employment.  All work hours are to be conducted on site.  Hours to be agreed upon between the supervisor and the employee at the onset of employment.

Summary: 

Provides comprehensive administrative support to the Miller Center General Manager / Director of Special Events. This position oversees daily office operations, manages scheduling and communications, coordinates events and logistics, processes financial and budget documentation, and maintains organized records. The Administrative Assistant serves as a primary point of contact for patrons, staff, and partners, ensuring excellent customer service and efficient coordination of activities. This role also assists with special projects to support the goals of the Miller Center and institutional events.

Essential Duties and Responsibilities:

1. Office Coordination: Oversee daily operations, maintain office supplies, handle payroll, monitor expenditures, and ensure smooth administrative functioning.
2. File & Document Organization: Maintain electronic and paper files, contracts, and event documentation systematically.
3. Communication & Correspondence: Draft, proofread, and distribute letters, reports, newsletters, and promotional materials; handle mailings, mass emails, and SIS communications.
4. Customer Service: Provide professional and courteous assistance to patrons, students, clients, and guests; manage front desk inquiries and appointments.
5. Scheduling & Calendar Management: Maintain and coordinate calendars for staff and departmental leadership; schedule meetings, appointments, and facility reservations.
6. Event Coordination: Assist in planning and executing events and workshops, managing logistics, timelines, communication, RSVPs, and on-site support.
7. Financial Administration: Process purchase orders, invoices, reimbursements, and check requests; track budgets and reconcile financial statements.
8. Recordkeeping & Reporting: Maintain accurate financial and operational records, support reporting needs, and ensure compliance with budgetary procedures.
9. Meeting Support: Prepare agendas, take and distribute minutes, and manage follow-ups for meetings.
10. Marketing & Outreach: Support email marketing, maintain contact lists, and assist in community outreach to students and partners.
11. Collaboration: Coordinate with departments, staff, and vendors to ensure event and operational alignment.
12. Special Projects: Provide support for ad hoc projects, student services, and other assignments delegated by the Director/General Manager.

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, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: 

Required: 

1. Associate’s Degree with 1 year prior administrative work experience in a customer service capacity; or

High School Diploma with 3 years administrative work experience, with at least one year in a customer service capacity.

Preferred: 

1. Two or more years of experience running a high-volume office
2. Working experience in an educational setting
3. Associate’s degree in relevant field
4. Bi-lingual Spanish/English 

Computer Skills:

 Proficient with Microsoft Office Suite including Excel, Word and Outlook

1. Familiar with teleconferencing software such as Zoom
2. Proficient in the use of modern technology and comfortable with learning and utilizing new software tools and technologies

Other Skills and Abilities: 

1. Excellent interpersonal and communication skills
2. Excellent organizational and multi-tasking skills

Communication Skills:

Ability to read and interpret documents such as safety rules, operating instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of students or employees.

Mathematical Skills: 

Requires basic mathematical skills.

Reasoning Ability: 

Ability to solve practical problems and deal with a variety of concrete variables in situations where standardization exists. Ability to interpret a variety of instructions furnished in written or, oral form. 

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to stand, to sit and reach with hands and arms. The employee is occasionally required to walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment:

 The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

FOR ANNUAL SECURITY AND CRIME STATISTICS REPORTS:

https://www.racc.edu/about-racc/clery