AddressExecutive Assistant - South Campus
PRIMARY FUNCTION: Performs executive-level administrative duties in support of the department. This position exercises initiative, judgment, and discretion in addressing the needs and requirements of the office operations. The position requires attention to detail, diplomacy, confidentiality and the ability to work under pressure in a fast-paced environment requiring management of competing priorities while meeting established deadlines.
Essential Job Functions:
- Provide administrative support for the Department which includes the various functions of its leadership.
- Perform administrative duties for the office including but not limited to creating reports, generating, maintaining and distributing presentations, letters, memos, e-mails, mail mergers, distribution lists, invitations, programs, announcements, and other requested communications.
- Receive guests and applicants, answer phones, and serve as initial point of contact for the office. Redirect calls to the appropriate staff/administrators as pertinent. Ensure all phone calls are answered during normal business hours and all voice messages are responded to promptly.
- Prepare, enter, oversee, and maintain budget in the Banner ERP system. Compile, create, and enter Banner budget transactions (budget transfers, requisitions, journal vouchers, and development). Verify conversion to purchase order, obtain invoice paperwork, and receive documents within Banner.
- Works with program personnel by initiating course entry, class cancellations, development of class schedules and catalog revisions (i.e. updates to program promotional brochures, materials, or website).
- Schedule and coordinate conference and travel arrangements for department personnel for conferences and training.
- Plan, schedule, and coordinate meetings, activities and special events hosted by the division.
- Create, submit, maintain, and serve as the point person for departmental maintenance work orders, copier service, office relocations, etc. Orders office supplies and materials as necessary.
- Provide support to various functions within the division during peak periods.
Additional Job Functions:
- Other duties as assigned
Knowledge, Skills and Abilities:
- Compose correspondence independently using good business vocabulary, concise, presentation, and written communication skills
- Computer proficient in various software packages including Microsoft Office Suites – Word, Excel, PowerPoint, and Outlook
- Possess a thorough understanding and adherence of division/department policies and guidelines governing confidentiality of employee files and transactions
- Professionalism and ability to safeguard sensitive and confidential information
- Ability to work with minimum supervision, manage multiple priorities simultaneously and function collaboratively in a team environment
- Must be comfortable in handling stressful situations; helpful and pleasant under difficult and unpredictable circumstances
- Ability to interact with senior leadership and all levels of internal leadership as well as community members
- Able to resolve administrative situations or problems in the absence of supervisor
- Able to make judgments and decisions to keep office functioning smoothly in absence of supervisor
- Excellent planning, organizational, and technical troubleshooting skills
- Excellent verbal and written skills
Required Education:
- Associate’s Degree or equivalent coursework
Required Experience:
- Three (3) years of office clerical or administrative support experience; or an equivalent combination of education and experience to successfully perform the essential duties of the job.
- Intermediate skill level in Microsoft Office – Word, Excel & PowerPoint.
Preferred Education:
- Associate degree in Business, Office Administration, or related field
Preferred Experience:
- Above requirements plus one (1) or more years in a higher education environment.
- Advanced skill level in Microsoft Office – Word, Excel & PowerPoint.
- Working knowledge of Banner systems..
Preferred Licenses/Certifications:
- Microsoft Office Certified Professional (MCP)
Note: This position has opportunity for limited remote work arrangements with appropriate approvals and in accordance with the policies, procedures, and needs of the College.
Salary Grade: 108
Salary is based on the Board-approved salary schedule for the current fiscal year. See Salary Schedule
Requisition Number: req5095
Posting Close Date: 4/12/2024
