Executive Assistant ll (Student Services)

Executive Assistant Il (Student Services)

This position is dependent upon approved FY27 budget approval.

Hours of Work: Monday - Friday 8:00 AM - 5:00 PM.

Screening will begin ASAP and continue until the position is filled. Start date to be determined, but as soon as practicable after the hiring/interview process.

Salary and Benefits: This is a full-time, benefited Staff position. Starting salary range: $53,839.00 - $65,953.00/annually, depending upon experience.

Educational Benefits for the employees and dependents

Tuition Reimbursement

15 18 Paid Holiday/Closure Days

Three Paid Personal Days

Healthcare/Dental/Vision/Life Insurance

Generous Retirement Benefits - 14.62% Employer Paid/4% Employee Paid

Paid Vacation and Sick Leave

Onsite Childcare Center

Professional Development Opportunities

JOB SUMMARY: The Executive Assistant Il (Student Services) position is a full-time benefited, position within Laramie County Community College's (LCCC) Student Services. This position successfully supports the division Senior Vice President (SVP) by managing daily administrative tasks and office coverage. This role is vital in ensuring the administrative functions of the division run smoothly, enhancing overall productivity and supporting the SVP's strategic goals.

Principal Responsibilities and Results, KSA's

ESSENTIAL FUNCTIONS: This position is exempt and is not eligible for compensatory or overtime pay provisions of the FLSA. To perform successfully in this position, an individual must be able to perform principal responsibilities satisfactorily as well as possess education/experience, employ the knowledge, skills, and abilities as listed in representative fashion; reasonable accommodations may be made to enable individuals with disabilities to perform the principal responsibilities.

Administrative Support Deliver high-quality administrative support to the SVP and division while ensuring excellent customer service and operational efficiency.

• Effectively manage incoming contacts (phone, electronic, walk-in) to prioritize issues and direct inquiries appropriately.
• Maintain a welcoming and professional environment for visitors, ensuring timely response and support.
• Assist in the effective management of the VP's calendar to optimize scheduling and time management.
• Organize division meetings and training sessions, including logistics, technology setup, catering, and participant communication to ensure smooth operations.
• Facilitate the employment search process by preparing and managing documentation for search committees, ensuring compliance with Human Resources protocols.
• Prepare and maintain various documents, including meeting minutes, agendas, and reports, ensuring clarity and accuracy for internal and external stakeholders.
• Conduct relevant research to enhance the functionality and effectiveness of administrative processes.
• Organize and file essential documentation for division operations, ensuring easy access and compliance with retention policies.
• Process limited purchase orders (LPOs) in line with college policies to acquire necessary supplies and services efficiently.
• Collaborate with team members to reconcile budget expenditures, supporting financial accountability and transparency.

Processing Support - Ensure effective and efficient processing of workflows to enhance division operations by improving the efficiency and integrity of division operations through effective data management and streamlined processes

• Establish and revise work methods and standards to streamline business processes, improving overall operational efficiency.
• Assist in the coordination of routine and one-time purchases, ensuring timely and accurate procurement.
• Organize and maintain electronic files with regular data entry and conversion of paper documentation to electronic formats, enhancing accessibility and reducing clutter.
• Update and maintain SOPs for the position, ensuring clarity and consistency in processing tasks and workflows.
• Administer and coordinate the LCCC Host Family Program.

Team Support Contribute to the division's efficiency and effectiveness through collaborative support and continuous process improvement by contributing to a positive and efficient division environment.

• Assist in the day-to-day operations of the division by managing team schedules and responding to external inquiries, ensuring seamless communication and workflow.
• Provide processing and administrative assistance for special projects as directed by the supervisor, enhancing project execution and outcomes.
• Facilitate new employee onboarding and training within the division to ensure staff are well-equipped for their roles.
• Engage in the assessment of technology services, training, and software modules to align with current and future operational needs
• Assist in the completion of necessary documentation and procedures related to division operations, maintaining accuracy and compliance.
• Guide students in navigating LCCC resources and services through various systems and processes to facilitate their success.
• Provide ongoing support to students, promoting progress toward completion and fostering a supportive learning environment.

Compliance Training and Notifications for Students - Ensure the effective administration of compliance training for students by fostering a safe and informed campus environment.

• Collaborate with vendors to facilitate the delivery of required compliance training (e.g., sexual misconduct prevention, drug and alcohol awareness) for students.
• Work with LCCC Integrated Technology Services to obtain and manage student lists for upload to the training system, ensuring accuracy and timeliness.
• Coordinate with Integrated Technology Services to address technical requirements for effective compliance training administration.
• Oversee compliance training processes, including student notifications, account holds, completion tracking, and responding to inquiries to ensure participation and completion.
• Partner with the SVPSS and Title IX Coordinator to ensure all necessary compliance notifications are distributed to students, staff, and the community in a timely manner.
• Organize training and access for LCCC staff on the compliance training platform, ensuring they are equipped to assist students effectively.
• Provide ongoing support to LCCC staff and students regarding compliance training, addressing questions and facilitating access to resources.

Title IX Administrative Support - Provide comprehensive administrative support for Title IX initiatives, ensuring effective operations and adherence to confidentiality by fostering an organized environment for handling sensitive cases and training initiatives.

• Organize and facilitate logistics for Title IX Investigator meetings, training sessions, and activities, including location, technology setup, catering, and participant communication.
• Upload all meeting and training materials to the Title IX SharePoint to ensure easy access and organization of resources.
• Ensure all active Title IX Investigators have appropriate access to the Title IX SharePoint, facilitating collaboration and resource sharing.
• Coordinate meetings related to Title IX cases, including intake, resource, investigation meetings, and hearings, managing logistics and communication effectively.
• Uphold the sensitivity and confidentiality required for Title IX cases, ensuring that all actions respect privacy and compliance standards.

Other responsibilities may be assigned based on contemporary institutional needs.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge

• Administrative Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology.
• Computers Knowledge of operation of computers
• Customer and Personal Service Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Office Procedures Knowledge of office procedures and of spelling, grammar, punctuation and arithmetic.
• Regulatory Compliance Knowledge of laws, regulations and standards applicable to the job.; Title IX.

Skills

• Communication Strong verbal and written communication skills, including the capacity to convey complex information clearly.
• Computer Software proficient in computer-based training software, Microsoft Office Suite, Microsoft Outlook, and other relevant software applications to effectively complete job tasks.
• Data Entry Entering information or updating records in a database or computer system with minimal errors.
• Document Editing Editing documents for correct spelling and grammar.
• Interpersonal Skills Ability to interact effectively with others, build relationships, and manage interpersonal dynamics.
• Organization Ability to organize tasks, resources, and workflows efficiently.
• Records Management Proficient in organizing, updating, and maintaining accurate records in both physical and digital formats. Skilled in using records management software and tools to ensure easy access and security of information.
• Social Perceptiveness Being aware of others' reactions and understanding why they react as they do.
• Teamwork and Collaboration Ability