Administrative Assistant to the President's Office
Administers confidential clerical assistance to support the Office of the President, the Board of Trustees and Institutional Compliance.
Examples of Duties:
General office duties in support of the President's office include, but are not limited to the following activities: typing, preparing requisitions, distribution of mail, meeting and travel arrangements, filing, telephone management, and administrative support related to the College's policy review and/or development cycle. Provided below is a list of duties in further detail.
- Tactfully handles visitors to the President's office, including government and community leaders, board members, students and parents, faculty and staff
- Provide direct support and assistance to the President when the Senior Executive Assistant is unavailable
- Interacts knowledgeably and effectively with the President's Cabinet and all departmental and academic units within the College, both when requesting or providing information
- Designs, creates and accurately maintains spreadsheets, databases and publications. Proficiently uses various Microsoft Office programs such as Word, Excel, Outlook PowerPoint, Publisher, and Visio, as well as experience using Ellucian Banner. Adept at using email and navigating the internet to facilitate research efforts
- Processes confidential information, prepares and proof reads reports and summaries. Prepares documents or other materials for distribution.
- Document preparation for pre-meeting distribution to attendees
- Arranges, schedules and confirms meetings and social events, secures meeting rooms, designs and submits floor concept plans, makes food service arrangements, prepares and manages invitations and responses, provides support for both on or off-campus gatherings. Events include Commencement, President's Awards Ceremony, President/Dean's Reception, building dedications, inaugurations, retreats and/or others as needed
- Ability to work a flexible schedule with variable hours, including evenings as needed, for special events
- As needed, manages the registrations and travel arrangements for off campus conferences, seminars and meetings
- Handles routine office matters, including ordering supplies, preparation of purchase requisitions and check requests, processing invoices, and responding to related inquiries. Operates and maintains various types of office equipment
- Develop and maintain strong working relationships while collaborating with the College's consultant and other campus constituents to facilitate the formulation, development, revision, review cycle of College policies and procedures. Prepare policy drafts for constituent review and comment, and track progress
- Utilizes original policy research to provide comparative approaches to policy issues at other higher education institutions as necessary
- Coordinate the policy final draft review and approval cycle for both the Policy Advisory Committee and the President's Cabinet
- Prepare finalized draft policies for Board of Trustees approval
- Post approved policies and procedures, and maintain policy website, policy library and archives
- Other duties as assigned
- Bachelor degree or Associate degree preferred. A combination of education and experience may be substituted for degree
- Minimum of five (5) years administrative assistant experience preferably in a higher education setting, especially at the presidential or administrative level
- Knowledge of higher education compliance requirements and The Family Educational Rights and Privacy Act (FERPA) preferred
- Strong interpersonal skills, and must be able to maintain a high degree of confidentiality
- Exceptional ability to communicate effectively both orally and in written form with strong attention to detail
- Ability to take minutes/notes and transcribe with accuracy
- Demonstrated mastery of typing and computer skills (Microsoft Office Programs, Banner).
- Knowledge of standard office procedures, practices and equipment; electronic mail and calendar software applications; correct punctuation, spelling, and grammatical usage; filing, indexing, and cross-referencing methods; and use of common office materials and machines.
- Ability to work with diverse academic, cultural and ethnic backgrounds of community college students and staff
- Ability to collaborate effectively with other offices and individuals
- Self-motivated to work independently with minimal supervision
- Ability to plan and prioritize multiple tasks in a fast paced environment while providing exemplary customer service skills