Administrative Assistant, Finance & Business Services

Department: Administration & Finance

Location: District Administration

Reports To: VP, Finance & Bus Services

Recruitment Type: External/Internal

Requisition ID: req1156

Employment Type: Full-Time Support Staff

Union Position: Non-Union

Work Schedule: Standard College Hours: M-F, 8:30am-5pm

Number of Openings: 1

Job Description:

SUMMARY

Provides project and program coordination as well as administrative support and assistance to the Vice President of Finance and Business Services (FBS). Works collaboratively with the Vice President’s direct reports and other staff coordinators across the College, as needed, in relation to projects, timelines, documents and meetings.

ESSENTIAL FUNCTIONS

Represents the Vice President of Finance and Business Services on committees, in meetings, in conference calls and throughout the CollegeOn behalf of the VP, directly responds in a timely manner to requests for information from internal and external sources, maintaining necessary confidentialityResearches, collects materials and drafts documents used by supervising executives in responding for requests from the administrative line, internal departments and external persons and agenciesServing as project manager, leads College-wide executive project teams as assignedIndependently drafts executive level summaries, reports and presentations for dissemination to executive staff and external partners, maintaining necessary confidentialityMonitors and supports work of project management teams established by the VPPrepares confidential correspondence and documents for direct use by the VP and others in the College, and handles confidential or sensitive information diplomatically, including information related to payroll issues, budget, legal matters or personnel issuesWorks directly with the Office of Finance and Business Services during the annual College budget preparation process, providing project management services, performing extensive research on state education issues and creating reports and presentations for direct use in the College budgeting process Exercises independent judgment in interpreting application of College policies and procedures, and contributes to the formulation of new College policies, as well as to the revision of existing policies and proceduresAttends staff and project team meetings and provides follow-up on meeting outcomes, including management and tracking of resulting activities and projects including providing support by preparing and assembling agendas, packets and other pre-meeting materials and taking and distributing meeting minutesManages VP schedules and calendars, and schedules internal and external meetings and activities with businesses, community organizations and government institutions Monitors the Finance and Business Services departmental budget, and maintains records and files for budget data and general office informationAnswers phones and screens incoming calls and mailPerforms other duties as assigned

Qualifications:

REQUIRED QUALIFICATIONS

EDUCATION AND EXPERIENCE/TRAINING

Bachelor’s Degree

Significant related experience may substitute for education

Minimum of three years of demonstrated experience administering departmental initiatives, including project management

Demonstrated experience coordinating or managing projects in a business or educational environment

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

KNOWLEDGE, SKILLS and ABILITIES

Possess working knowledge of administrative support concepts, practices and procedures with the ability to apply to varied situations as it pertains to the departmental focusPossess strong organizational and time-management skillsPossess excellent written, verbal and interpersonal communication skills Possess excellent editing and proofreading skillsAbility to foster a team environment and work collaborativelyDemonstrated ability to multitask in a fast paced environment, and to coordinate supporting multiple projects while prioritizing workloadAbility to work with limited supervision, and the ability to exercise independent judgment and initiativeAbility to research effectively Ability to work accurately with great attention to detailPossess excellent customer service skills and proven ability to develop and sustain productive customer relationshipsDemonstrated intermediate project management skillsDemonstrated intermediate proficiency with Ad Astra or an equivalent programDemonstrated intermediate proficiency with Banner or an equivalent programDemonstrated intermediate proficiency with Microsoft Outlook, Word, Excel, and PowerPointAbility to confidentially and discreetly handle subject matters requiring privacy and sensitivityAbility to develop and maintain relationships with key contacts to enhance work flow and qualityPossess sensitivity to appropriately respond to the needs of a diverse population

COMPETENCIES

CRITICAL COMPETENCIES

Service Focus

Time Utilization

Quality of Work

VERY IMPORTANT COMPETENCIES

Communication

Continuous Improvement

IMPORTANT COMPETENCIES

Collaboration

Adaptability

PERFERRED QUALIFICATIONS

EDUCATION AND EXPERIENCE/TRAINING

Demonstrated experience in higher educationDemonstrated experience providing executive-level support

KNOWLEDGE, SKILLS and ABILITIES

Demonstrated online and other research capabilities

Demonstrated proficiency with Banner System

PHYSICAL DEMANDS/WORKING CONDITIONS

(The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

The work is performed in a normal, professional office environment;

The work area is adequately lighted, heated and ventilated;

Typically, the employee may sit comfortably to perform the duties of the job and will perform repetitive motions with hands/fingers using a computer mouse and keyboard to type. However, there may be some walking; standing; bending; carrying of light items such as papers, files, pamphlets, books, etc.;

Work may also require walking and standing in conjunction with travel to and attendance at meetings and conferences away from the worksite

EQUAL OPPORTUNITY 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.

REQUIRED QUALIFICATIONS

EDUCATION AND EXPERIENCE/TRAINING

Bachelor’s Degree

Significant related experience may substitute for education

Minimum of three years of demonstrated experience administering departmental initiatives, including project management

Demonstrated experience coordinating or managing projects in a business or educational environment

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

KNOWLEDGE, SKILLS and ABILITIES

Possess working knowledge of administrative support concepts, practices and procedures with the ability to apply to varied situations as it pertains to the departmental focusPossess strong organizational and time-management skillsPossess excellent written, verbal and interpersonal communication skills Possess excellent editing and proofreading skillsAbility to foster a team environment and work collaborativelyDemonstrated ability to multitask in a fast paced environment, and to coordinate supporting multiple projects while prioritizing workloadAbility to work with limited supervision, and the ability to exercise independent judgment and initiativeAbility to research effectively Ability to work accurately with great attention to detailPossess excellent customer service skills and proven ability to develop and sustain productive customer relationshipsDemonstrated intermediate project management skillsDemonstrated intermediate proficiency with Ad Astra or an equivalent programDemonstrated intermediate proficiency with Banner or an equivalent programDemonstrated intermediate proficiency with Microsoft Outlook, Word, Excel, and PowerPointAbility to confidentially and discreetly handle subject matters requiring privacy and sensitivityAbility to develop and maintain relationships with key contacts to enhance work flow and qualityPossess sensitivity to appropriately respond to the needs of a diverse population

COMPETENCIES

CRITICAL COMPETENCIES

Service Focus

Time Utilization

Quality of Work

VERY IMPORTANT COMPETENCIES

Communication

Continuous Improvement

IMPORTANT COMPETENCIES

Collaboration

Adaptability

PERFERRED QUALIFICATIONS

EDUCATION AND EXPERIENCE/TRAINING

Demonstrated experience in higher educationDemonstrated experience providing executive-level support

KNOWLEDGE, SKILLS and ABILITIES

Demonstrated online and other research capabilities

Demonstrated proficiency with Banner System

PHYSICAL DEMANDS/WORKING CONDITIONS

(The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

The work is performed in a normal, professional office environment;

The work area is adequately lighted, heated and ventilated;

Typically, the employee may sit comfortably to perform the duties of the job and will perform repetitive motions with hands/fingers using a computer mouse and keyboard to type. However, there may be some walking; standing; bending; carrying of light items such as papers, files, pamphlets, books, etc.;

Work may also require walking and standing in conjunction with travel to and attendance at meetings and conferences away from the worksite

EQUAL OPPORTUNITY 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.

Special Note:

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.