Administrative Assistant--Business & Finance Office

Administrative Assistant--Business & Finance Office


Alamance Community College
1247 Jimmie Kerr Road
Graham, NC 27253
Phone: 336-506-4222

Job Location

Main Campus, Graham, NC


Depends on Qualifications


Full Time Benefits

Job Category

  • Technical/Paraprofessional

Application Period

Opens: Thursday, October 14, 2021
Closes: Monday, November 1, 2021

Target Start Date

Wednesday, December 1, 2021

Expected Work Hours


Reports to

Vice President

Employment Type

Full-Time Non Exempt

Minimum Qualifications

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 
Associate's degree and 5-7 years of related administrative experience; or equivalent combination of education and experience.

Language Skills 
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of external clients/customers and/or employees of organization.

Mathematical Skills 
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability 
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills 
To perform this job successfully, an individual should have knowledge of  Accounting software;  Database software;  Internet software;  Spreadsheet software and  Word Processing software.

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 sit.  The employee is frequently required to talk or hear.  The employee is occasionally required to use hands to finger, handle, or feel and reach with hands and arms. Specific vision abilities required by this job include close vision and ability to adjust focus.

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 very quiet.

Preferred Qualifications


Position Description

Under general direction, performs a variety of confidential and complex administrative duties for the Vice President of Administrative & Fiscal Services


Essential Duties and Responsibilities include the following. Other duties may be assigned.

  • Maintains the calendar, schedules appointments, and makes necessary meeting arrangements; screens calls and visitors, and refers inquiries as appropriate; responds to requests for information with appropriate instructions, precedents, and regulations; performs routine budget, payroll, and purchasing duties; and provides administrative support to the Vice President
  • Uses critical thinking skills to research, analyze data and compile reports; assists with special projects; assists the Vice President with a variety of functions , including but not limited to: updating and maintaining policies and procedures; writing reports, letters, and memorandums; and reviewing and interpreting budgetary data reports, letters and other correspondence.
  • Uses problem-solving skills to assess situations and offer appropriate responses and recommendations for corrective actions pursuant to state, federal and college policies and procedures.
  • Monitors Vice President's email on a daily basis.
  • Answers phones and interfaces with internal and external customers Initiates and maintains a variety of files and records of information such as personnel, budget, and expense records; maintains manuals and updates resource materials; recommends organization or procedural changes.
  • Supports the Vice President by preparing meeting packets, recording minutes, compiling and managing information, and following up on action items. Maintains system for tracking grants and new initiatives.
  • Provides administrative support to the Vice President, including preparing agendas, correspondence, assembling materials, taking minutes of meetings as assigned
  • Prepares comprehensive reports, compiles budget requests, and recommends expenditure requests for designated accounts.
  • Assists with extensive and critical planning of work of the Vice President, and ensures follow-through, tracks progress of projects and utilizes effective workflow systems to increase efficiency and effectiveness.
  • Leads and/or assists in the planning and coordination of events to support the Vice President.
  • Manages Vice President's travel and accommodations, conference registrations, and travel-related plans and documentation.
  • Assists in monitoring office budget for salaries, supplies, travel, or other expenses; monitors expenditures to ensure compliance with approved budget, and assists in developing draft budgets as necessary.
  • Monitors deadlines, status of documentation, scheduled activities, or other issues requiring timely action/response and performs follow-up
  • Performs other job related duties as may be necessary
  • Coordinates liability insurance and reimbursements for capital project expenditures. 

Supervisory Responsibilities 
Oversees work progress of work study students assigned to Business & Finance Office 

To perform the job successfully, an individual should demonstrate the following competencies:
Analytical - Collects and researches data.

Continuous Learning - Assesses own strengths and weaknesses; seeks feedback to improve performance; strives to continuously build knowledge and skills.

Job Knowledge - Competent in required job skills and knowledge; uses resources effectively.

Use of Technology - Demonstrates required skills.

Problem Solving - Identifies and resolves problems in a timely manner.

Customer Service - Responds promptly to customer needs; responds to requests for service and assistance; meets commitments.

Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.

Cooperation - Establishes and maintains effective relations; exhibits tact and consideration.

Managing Customer Focus - Promotes customer focus.

Oral Communication - Listens and gets clarification; responds well to questions.

Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed.

Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.

Quality Management - Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness.

Diversity - Shows respect and sensitivity for cultural differences; promotes a harassment-free environment.

Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values.

Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities; supports affirmative action and respects diversity.

Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.

Achievement Focus - Sets and achieves challenging goals.

Personal Appearance - Dresses appropriately for position.

Attendance/Punctuality - Is consistently at work and on time; arrives at meetings and appointments on time.

Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan.

Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; asks for and offers help when needed.

Innovation - Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas.

Judgment - Exhibits sound and accurate judgment; includes appropriate people in decision-making process.

Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives.

Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.

Quantity - Completes work in timely manner.

Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions ; uses equipment and materials properly.

How to Apply

An ACC on-line application MUST be fully completed for consideration, which includes a required letter of interest and transcript attachment. Resume attachments are welcome but will not be accepted in lieu of complete application.  Transcript MUST be scanned and attached in order to be considered for this position!  

Job Post Contact

Nicole Rone

HR Specialist

Alamance Community College