Administrative Assistant, Government Affairs & Community Outreach

Location
Cleveland, OH
Posted
Apr 08, 2017
Institution Type
Community College


Department Name Govt Relations And Community Outreach

Campus or Location District Administration

Vacancy Number 213-17

Reports To VP Gov Affairs Comm Outreach

Recruitment Type External/Internal

Job Category Support Staff

Position Type Full-Time

Union Position Non-Union

Number of Openings 1

Job Description Summary

Works collaboratively with management and staff of the offices reporting to the Vice President and provides administrative support to the Vice and the department.



Job Responsibilities

Works collaboratively with management and staff of the offices reporting to the Vice President and provides administrative support to the Vice President and the department

May serve as supervisor for support staff

Monitors departmental budget and maintains records and files for budget data

Prepares monthly updates and reports for department budgets

Serves as site budget preparation liaison and liaison with the Office of Finance and Business Services during the annual budget preparation process

Reviews unit support staff operations and develops methods and procedures to improve services and workflow

Answers phones and screens incoming calls and mail and responds independently to inquiries, drafts responses for executive review or refers as appropriate

Calls or correspondence may deal with confidential or sensitive information and require diplomatic and immediate responses

Greets visitors in a diplomatic manner

Researches and collects data to complete reports and projects

Establishes and maintains general office files and records

May manage supervisor's calendar and schedule appointments

Schedules internal and external meetings and activities with business, community and government institutions

As directed, prepares and assembles agenda, packets and other pre-meeting materials and takes and distributes minutes

Provides support to committees/councils and special projects

May provide leadership and management for special assignments assigned by Vice President

Researches, collects materials and prepares information used by supervising executive in responding for requests from the administrative line, internal departments and external persons and agencies

Prepares and maintains confidential correspondence and documents and assists in processing documents related to personnel, purchase orders, employment, benefits and performance review activities

May serve as department liaison with the Offices of Human Resources and Finance and Business Services

Performs other duties as assigned



Required Qualifications

EDUCATION AND EXPERIENCE/TRAINING

Associate's Degree
o Significant related experience may substitute for education

Minimum of five years of progressively responsible administrative support experience

Demonstrated experience making sound decisions that affect a work unit or team

Demonstrated experience in a role requiring diverse problem solving methods in a variety of situations

Demonstrated experience monitoring a business area's budget

KNOWLEDGE, SKILLS and ABILITIES

Possess strong organizational and time-management skills

Possess excellent written, verbal and interpersonal communication skills

Ability to foster a team environment and work collaboratively

Ability to research effectively

Works accurately with great attention to detail

Excellent customer service skills and proven ability to develop and sustain productive customer relationships

Ability to effectively accept direction from multiple levels of the College in various departments

Possess working knowledge of administrative support concepts, practices and procedures with the ability to apply to varied situations as it pertains to the departmental focus

Demonstrated basic proficiency with Visio or an equivalent program

Demonstrated intermediate project management skills

Demonstrated intermediate proficiency with Ad Astra or an equivalent program

Demonstrated intermediate proficiency with Banner or an equivalent program

Demonstrated intermediate proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Access

Ability to confidentially and discreetly handle subject matters requiring privacy and sensitivity

Ability to develop and maintain relationships with key contacts to enhance work flow and quality

Possess sensitivity to appropriately respond to the needs of a diverse population

CRITICAL COMPETENCIES

Service Focus
Time Utilization
Quality of Work

VERY IMPORTANT COMPETENCIES

Communication
Continuous Improvement

IMPORTANT COMPETENCIES

Collaboration
Adaptability



Preferred Qualifications

EDUCATION AND EXPERIENCE/TRAINING

Bachelor's degree

Demonstrated experience working at the executive level



Work Schedule

Standard College hours of operation, Monday through Friday 8:30am - 5:00pm



Target Hiring Rate/Salary

Special Note

Posting Open Date 04/07/2017

Repost Date

Posting Close Date

Open Until Filled No

For full consideration, apply by this date

Special Instructions to Applicants

During the application process, you may be required to attach a cover letter and/or resume. It is recommended that you have these documents ready to be attached electronically to the online application. This system accepts only MS Word or PDF attachments. Any employment with the College is contingent upon satisfactory completion of a background check and drug screen.



Affirmative Action Statement

Cuyahoga Community College is committed to attaining excellence through the recruitment and retention of a qualified and diverse workforce. Cuyahoga Community College is an equal employment/educational opportunity institution



Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you learn of this position?
    • The Cleveland Plain Dealer
    • Cleveland.com
    • Tri-C web site
    • Tri-C employee referral
    • Careerboard.com
    • Chronicle.com
    • HigherEdjobs.com
    • HBCUconnect.com
    • LinkedIn
    • Indeed.com
    • ScholarlyHires.com
    • City News
    • Search Firm/Agency
    • Other publication
    • Other web site
    • Career Fair
    • Conference
  2. * Do you have a minimum of an Associate's Degree? (Significant related experience may substitute for education)
    • Yes
    • No
  3. * Do you have a minimum of five year progressively responsible administrative support experience?
    • Yes
    • No


Required Documents Required Documents
  1. Cover Letter
  2. Resume/Curriculum Vitae
Optional Documents

    PI97470770