Executive Assistant II

Executive Assistant II

The Executive Assistant II provides administrative and operational support to the Business Technologies Division, one of four academic divisions at Cincinnati State Technical & Community College. This role supports the Dean and collaborates with other administrative staff to ensure efficient operations and high level of customer service to students, faculty and visitors. This is a fast-paced environment, student-focused. Work schedule may vary based on divisional needs during peak enrollment periods.

Essential Duties:

• Provide administrative support for the Dean, Program Chairs, and Faculty in the Division
• Manage and maintain the Dean's Outlook calendar
• Maintain faculty workload records
• Prepare and submit payroll documents
• Maintain accurate personnel information
• Coordinate purchase orders and payment of invoices
• Reconcile Pcard transactions
• Perform course scheduling each semester using Colleague, in collaboration with the Office of the Registrar
• Communicate deadlines and compliance requirements for no-show and grade submission
• Assist with onboarding of full-time faculty
• Collect syllabi for full-time faculty
• Develop and run Informer queries to assist data and reporting needs
• Coordinate large-scale communications, including deans and merit list notifications
• Assist in preparing reports and organizing accreditation documentation
• Provide customer service to students, staff, administrators and guests of the college via telephone, text, and email
• Coordinate meetings and events for program chairs and administrators of the division including room reservations, catering, and minutes as requested
• Support and contribute to meeting division and institutional student success goals and key performance indicators
• Assist with textbook ordering and record keeping
• Participate in recruiting and retention events
• Support the front office operations as needed
• Assist students in scheduling appointments with advisors and instructors
• Perform other duties as assigned by Dean

Minimum Qualifications:

• Associates Degree
• Minimum of two (2) years of administrative or secretarial experience in a professional office setting
• Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint)
• Ability to handle multiple tasks in a high-volume environment
• Strong customer service skills, with the ability to remain professional during high volume periods
• Flexibility to work varied schedules during high demand periods

Preferred Qualifications:

• Associates of Applied Business degree in Administrative Assistant, Business Management, Accounting, or a related program
• Four (4) or more years of administrative support experience in a professional environment
• Experience working in a higher education or community college setting, particularly within an academic division
• Proficiency with Ellucian Colleague or similar student information systems
• Experience with Starfish or other student success/retention platforms
• Experience managing financial processes, including purchase orders, budget tracking, or Pcard reconciliation
• Experience supporting data reporting, query tools, or dashboards (Informer or similar systems)

Desired Competencies:

• Strong attention to detail with a high degree of accuracy in administrative and data-related tasks
• Excellent organizational and time management skills, with the ability to prioritize and manage multiple competing deadlines
• Ability to work independently while also collaborating effectively within a team environment
• Strong written and verbal communication skills
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion
• Proficiency in learning and utilizing new technologies and systems efficiently
• Adaptability and resilience in a fast-paced, high-volume environment
• Strong problem-solving skills and the ability to anticipate needs and proactively address issues
• Customer service orientation with a commitment to supporting student success
• Cultural competence and the ability to engage effectively with a diverse student and employee population

Details:

• Reports To: Dean of Business Technologies
• Position Level: Executive Assistant II
• Compensation: $21.75/hr. SEIU Grade 18
• Classification: Non -Exempt Status: Full-time
• Benefits: Cincinnati State provides employees with high quality and cost-effective benefits with a variety of options:
• Medical Insurance (PPO- employer covers up to 92% of the premium, HDHP- employer covers 100% of the premium)
• Dental Insurance (employer covers 100% of the premium)
• Vision Insurance NO WAITING PERIODS! Medical, Vision and Dental benefits are effective from day one of employment!
• Flexible Spending Accounts and Health Savings Account (employer contributions)
• Short-Term Disability: Offering 60% of your salary.
• Life Insurance and AD&D Insurance (employer paid)
• Supplemental Life Insurance, Critical Illness and Accident: Optional at employee expense
• Pet Insurance
• Employee Assistance Plan for employees, spouse and dependents
• Tuition Waiver for employees, spouse and dependents
• Tuition Reimbursement
• Free parking
• 10 annual paid holidays in addition to generous paid time off options including vacation, sick, personal leave, and winter season days.
• Retirement: As a Cincinnati State employee, and an employee of an Ohio public institution, you will not contribute to the Federal Social Security system. Instead, our employees will contribute to a State Retirement Plan (SERS or STRS) or an Alternative Retirement Plan (ARP): 403B and/or Deferred Compensation Program 457 Plan.
• Cincinnati State is an E-Verify employer: If you're hired, you must complete a Form I-9, which verifies your identity and your legal right to work in the U.S. You'll need to provide original, acceptable documents—no photocopies—to complete the I-9 process. A list of acceptable documents can be seen here: USCIS I-9 website