Executive Assistant, Vice President for Learning

Job description

Position Description

Serves in direct support to the Vice President for Learning, Executive Dean of Academic Excellence and the Learning Team. Coordinates and process high level and confidential information. Provide frontline customer service to all who enter the executive administration area.

As a member of Leadership, the Executive Assistant for the Vice President for Learning, will portray a broad institutional perspective that supports the College's mission, vision, and goals while fostering and creating an environment that strives to anticipate and meet customer needs. A Leader will support a shared leadership culture through participation in and facilitation of teams.

In addition, Leaders will live NTC's operating principles of integrity, respect, learning, collaboration, responsibility, innovation, and service.

Duties & Responsibilities

  • Deliver executive level support on specific projects, maintaining appointment calendars, scheduling, and making travel arrangements for the Vice President of Learning and Executive Dean of Academic Excellence while ensuring deadlines are met.
  • Serve as a first professional contact in administration through effective and tactful interaction with internal and external customers to answer questions, provide information and assistance, direct customers to appropriate area, and respond to concerns in a pleasant manner. Work collaboratively with College students, College staff, visitors and the public.
  • Initiate and maintain office workflow and record management compatible with the other departments within the institution. Accurately operate and maintain all office equipment.
  • Draft, organize, handle and file confidential and sensitive material. Develop and implement new filing systems as required.
  • Work collaboratively with faculty and staff across the institution.
  • Work with NTC's budget system to perform data entry functions, monitor budgets, write and process budget transfers, prepare travel reimbursements, create payment authorizations, build requisitions for supplies and materials, run reports, etc.
  • Contribute to the success of various College teams through participation in committees, college events, and coordination of meetings, including but not limited to: scheduling of rooms, setting up of meeting rooms, submitting catering orders, creating agendas, preparing minutes, independently drafting memos and letters, and performing follow-up responsibilities and reports as needed.
  • Provide support to Board of Review for student grade appeals.
  • Work with Deans to maintain Faculty Team Leader and division documents and records and provide reports as needed.
  • Work as a team to ensure there is office coverage in Administration during all hours of operation, including assistance in other departments as the need arises. In the absence of other team members, perform duties of office functions as assigned.
  • Work with the Learning Team, and in consultation with others, to provide reports and information to assist them in their decision making process. Exercise integrity with instructional reports, records, and program plans that have an impact on the District.
  • Assist with planning and coordinating special committee meetings, team retreats, training days, travel arrangements, etc.
  • Maintain a current knowledge of organization procedures, policies, and practices.
  • Recognize material and issues as confidential and deal with them in an appropriate manner.
  • Supervise and assign work-study duties, if required.
  • Participate in professional development activities, including workshops and conferences.
  • Other duties as assigned.
  • Qualifications

    1. Bachelor's degree OR an Associate's degree with the agreement to obtain a Bachelor's degree after hire. An educational degree in administrative, business or educational area is preferred.
    2. A minimum of (4) years office/administrative assistant experience, preferably supporting an individual in a highly visible position.
    3. Must demonstrate the ability to assume responsibility without direct supervision, exercise initiative and judgment, and make decisions within the scope of authority.
    4. Must be customer-focused with excellent written, verbal and interpersonal communication skills including the ability to handle sensitive situations discretely and confidentially.
    5. Requires ability to handle sensitive or difficult situations and people in a discreet, confidential, and professional manner.
    6. Strong technology skills with demonstrated proficiency in Microsoft Office programs, Microsoft Outlook, database systems, and the ability to learn other appropriate programs as necessary. Minimum typing proficiency of at least 60 gross words per minute.
    7. Must possess strong detailed and organizational skills, time management, resourcefulness, critical thinking and exceptional ability to handle a multitude of tasks simultaneously to meet deadlines.
    8. Experience to include:
      • Ability to multi-task, prioritize assignments and manage complexity under multiple deadlines.
      • Ability to adapt to change and work in a very fast-paced, team-oriented environment, with a willingness to explore opportunities to add value to job accomplishments..
      • Exhibit exemplary people and communication skills (written, verbal, and electronic).
      • Well-developed and professional presentation skills.
      • Ability to maintain professionalism and assertiveness in support of the College, even in difficult situations.
      • Ability to handle and maintain confidential information.
      • Ability to work with and analyze complicated forms and information.
      • Must be customer-focused with an ability to exercise good judgment, make decisions within the scope of authority, and discreetly handle difficult situations and confidential matters. Requires a working knowledge of office procedures, organizational skills, time management, multitasking, initiative, creativity, critical thinking and resourcefulness to resolve problems independently and within teams.
      • Demonstrated proficiency in oral, written and electronic communication skills.
    Physical Demands

    Working Activity:
    6 to 8 hours: Grasping, performing repetitive movements, sitting, working indoors
    4 to 5 hours: None
    1 to 3 hours: Bending
    Less than 1 hour: Balancing, climbing, crawling, driving, kneeling, pulling, pushing, reaching, standing, twisting, walking, working at heights, working in temperature extremes, working outdoors

    Lifting and Carrying:
    Less than 10 pounds: 1-10 repetition (s) per hour
    10 to 20 pounds: Less than 1 repetition per hour
    20-50 pounds: Less than 1 repetition per hour
    50-100 pounds: Less than 1 repetition per hour
    More than 100 pounds with help: Less than 1 repetition per hour

    Additional Physical Requirements:
    Vision: Adequate with aid to read instructions, labels, documents, computer screens, and differentiate between colors.

    Hearing: Adequate with aid to understand oral requests, telephone conversation, and PA systems.

    Required Employee Program Safety Training:
    Emergency procedures, and ergonomics (office/workplace).




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    Job No:
    Posted: 8/14/2019
    Application Due: 8/25/2019
    Work Type: