Job Description

Administrative Assistant To The Vice President Of Finance And Administration

The Administrative Assistant to the Vice President of Finance and Administration provides high-level, confidential administrative and operational support to ensure the efficient functioning of the Finance and Administration division at Baltimore City Community College (BCCC). This role serves as a key liaison between the Vice President, college leadership, external partners, and stakeholders, supporting the college's mission to deliver accessible, high-quality education and responsible stewardship of public resources.

The Administrative Assistant manages complex scheduling, prepares and maintains sensitive financial and administrative documents, coordinates meetings and communications, and supports special projects related to budget management, procurement, facilities, and institutional operations. The position requires strong organizational skills, attention to detail, and the ability to prioritize tasks in a fast-paced, service-oriented higher education environment.

A critical component of this role is the handling of confidential and sensitive information, including personnel records, budget data, contract negotiations, and institutional planning materials. The Administrative Assistant must exercise sound judgment, discretion, and professionalism in maintaining confidentiality in accordance with college policies, state and federal regulations, and ethical standards. At BCCC, this responsibility directly supports the institution's commitment to integrity, accountability, and public trust as a community college serving Baltimore City residents.

By safeguarding confidential information and supporting transparent, efficient administrative processes, the Administrative Assistant helps uphold the credibility of the Finance and Administration division and contributes to BCCC's mission of fostering student success, workforce development, and community engagement.

Responsibilities/Duties

• Provide high-level administrative support to the Vice President, including managing complex calendars, scheduling meetings, and coordinating daily operations.
• Prepare, review, and maintain confidential documents such as budget reports, contracts, personnel records, and institutional correspondence.
• Serve as the primary point of contact between the Vice President and internal/external stakeholders, including faculty, staff, vendors, and community partners.
• Coordinate and plan divisional meetings, prepare agendas, record minutes, and ensure timely follow-up on action items.
• Maintain strict confidentiality of sensitive financial, personnel, and institutional information in accordance with BCCC policies and applicable regulations.
• Support financial and administrative processes, including procurement documentation, travel approvals, and budget tracking.
• Organize and maintain filing systems (electronic and physical) to ensure accurate and accessible records management.
• Assist and coordinate in the preparation of reports, presentations, and communications that support Finance and Administration initiatives and BCCC's strategic goals.
• Coordinate special projects and initiatives led by the Vice President, including research, data compilation, and deadline tracking.
• Monitor and respond to correspondence on behalf of the Vice President, ensuring professionalism and alignment with institutional priorities.
• Support compliance-related activities by maintaining documentation and assisting with audits or reporting requirements.
• Collaborate with other departments to ensure effective communication and alignment with BCCC operational and fiscal objectives.
• Assist with event planning and logistics for division-related meetings, trainings, and community engagement activities.
• Provide backup administrative support to other senior leadership offices as needed during peak periods or staff absences.
• Perform general office management tasks, including ordering supplies and coordinating office logistics.
• Participate in professional development and training opportunities to enhance job performance.

Required Qualifications

Education:

• Associate's degree in Business Administration, Office Administration, Public Administration, or a related field required.

Experience:

• Minimum of 35 years of progressively responsible administrative support experience, preferably supporting senior-level executives.
• Experience in a higher education, government, or public sector environment preferred.
• Demonstrated experience handling confidential and sensitive information with discretion and professionalism.
• Experience with financial administration support (e.g., budgeting, procurement, or records management)

Preferred Qualifications

Education: Bachelor's degree preferred.

Benefits

This position is not eligible for benefits.

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