Executive Administrative Assistant

Executive Administrative Assistant

The primary function of this position is highly responsible administrative work as personal assistant to the Vice President of Academic Affairs, covering a wide scope of programs and activities.

An excellent work/life balance, with a standard work week of 37.5 hours/week! Retirement Plan and 403b or 457b savings plan that will allow you to plan for your future! An excellent state medical plan. ($50 individual and $180 for family) Additional benefits of dental, vision, short and long term disability insurances, and College-paid life insurance! Critical Illness, Cancer, and Whole Life insurance plans! Accrued annual leave, sick leave Tuition reimbursement opportunities! Opportunities to volunteer for committees to help in your professional growth!

Examples of Duties

Acts as Executive Administrative Assistant to the Vice President of Academic Affairs. Performs a wide variety of complex, highly responsible administrative duties. Participates in the work of the administrator by interviewing office visitors, securing specialized information, and providing information regarding the services and operations of the department. Processes routine matters within established policies and procedures. Completes special projects and technical assignments as delegated by supervisor. Researches and assembles information on various issues for supervisor's use. Takes and transcribes minutes of Academic Council meetings. Processes materials for meetings. Supervises the flow of communications for the office. Acts as liaison between the Vice President and division chairs, faculty, staff, students and other departments as needed. Receives, assembles, reviews and processes requests for payment of overloads and adjunct pay. Utilizes Banner to access, review, and maintain information in support of departmental operations. Works closely with Human Resources and Payroll to ensure accurate and timely processing. Works with division administrative assistants to receive, review, and monitor adjunct and overload contracts in a timely manner. Creates and processes purchase orders, requisitions, and quotes for materials, equipment, and office supplies as needed. Monitors and balances department budget. Organizes and maintains physical and digital files related to the operations and records of the office. Files correspondence, reports, and related technical information in a prescribed manner. Maintains an electronic calendar of appointments, meetings, and events for the Vice President. Monitors, reviews, and processes lab fee justification forms on a regular basis to ensure fees are compliant with law and policy. Serves as backup to the President's Executive Administrative Assistant, providing administrative support and ensuring continuity of executive office operations during periods of absence. Serves as the campus lead and primary administrator of the Simple Syllabus system. Manages user access, provides training and technical support to faculty and staff, monitors institutional compliance, troubleshoots system issues, and serves as the primary liaison with the vendor and Information Technology. Prepares and maintains the College academic calendar, the Academic Council calendar, and the overload and adjunct pay calendar. Other duties as assigned

Qualifications

High School diploma or GED

A minimum of 2 years of administrative experience in an office setting.

An individual must be highly skilled in Microsoft programs (Word, Excel, Outlook). The ability to work independently with minimal supervision and with organization is a must for this position. Having the ability to multi-task is also needed. The individual should have or be able to quickly develop knowledge of the operations and regulations of the college. The individual must possess the ability to keep items of a confidential nature within the office. The ability to receive the public and promote a favorable and lasting good impression of the college is important. Possesses the following knowledge, abilities and skills: Knowledge of the organization, operations and governing laws and regulations of the college. Knowledge of modern business practices, methods, procedures and equipment. Ability to analyze facts and to exercise judgment in arriving at valid conclusions. Ability to understand and interpret complex oral and written instructions. Ability to express ideas clearly and concisely. Ability to promote harmonious working relationships with faculty, staff, and employees.

Supplemental Information

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 of this position. The noise level in the environment is moderate.

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, stand, talk, and hear. The employee is frequently required to use hands to finger, handle, and feel. The employee is regularly required to walk and reach with hands and arms. The employee may be required to lift and/or move up to 20 pounds and climb/balance, stoop, kneel, crouch, and crawl. The vision requirements include close vision, distance vision, and ability to adjust focus as well as ability to determine the color of objects.