Executive and Project Support Assistant - Office of the Student Affairs
Requisition ID: req3121
Job Title: Executive and Project Support Assistant - Office of the Student Affairs
Department: Vp - Student Affairs
Location: Columbus Campus
Employment Type: Staff
Employment Status: Board Approved
Bargaining Unit: Non-Bargaining Unit
FLSA Status: Exempt
Compensation Type: Annual
Compensation Range: 53,196.00 - 53,196.00
Schedule: M-F, 8am-5pm; overtime as necessary
Community colleges are uniquely positioned to respond to workforce needs and make higher education an affordable reality. There has never been a better time to join a two-year college, and there’s no better place to do it than at Columbus State. A laser focus on student success and a partnership mindset have established Columbus State as a key talent provider in a thriving regional economy, and a premier community college that is changing the nation’s education and workforce landscapes. With more than 46,000 students across two campuses, at several regional learning centers, and online, Columbus State is the nation’s only institution recognized as an Achieving the Dream (ATD) college, an AACC Guided Pathways institution, and a participant in The Right Signals Initiative through the Lumina Foundation. Columbus State employees at all levels benefit from an engaging, collaborative, and supportive culture that rewards innovation and vision. We provide competitive compensation, comprehensive benefits, and professional development opportunities. We are dedicated to ensuring that the diversity of Columbus State faculty and staff reflects that of our students and region. We are proud to be a central part of a community that embraces differences and celebrates the many cultures, beliefs, and lifestyles that define Central Ohio.
Columbus, Ohio is also home to The Ohio State University and more than 30 other colleges and universities as well as the headquarters of multiple Fortune 500 companies. Columbus is one of America’s fastest-growing cities, offering a wealth of cultural experiences, dining, entertainment, shopping opportunities, and more. That’s why Central Ohio residents find living here so fulfilling, both professionally and personally. To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions described in this position description. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this position description.
The Executive Assistant to the Vice President of Student Affairs (VPSA) provides executive level administrative, executive, and project management support to the VPSA and AVP, with minimal daily supervision. This position will provide high-level administrative and project support by conducting research, preparing statistical reports, handling information requests, managing student groups, and performing clerical functions, such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. This role independently performs administrative work of a complex nature conveying highly sensitive information while maintaining confidentiality. This position makes important decisions on a regular basis.
Professionalism, Communication, Managing Work, Quality Orientation, Continuous Improvement, Technology Savvy, Customer/Student/Employee Focus, Positive Approach, Collaboration, Managing Relationships
ESSENTIAL JOB FUNCTIONS
Maintains appointment calendar using judgement and discretion in coordinating external and internal activities and commitments. Prepares meeting agendas, makes arrangements for meetings, and completes meeting minutes and discussion notes. Manages office operations and provides training and mentoring for new division staff. Speaks for and on behalf of the VPSA on important or sensitive matters. Serves as a liaison between the VPSA’s area and other offices and personnel within and outside the College. Interacts with all levels of personnel at the college. Handles travel arrangements for the VPSA including registration, transportation, hotel, and other matters, and ensures necessary materials are available. Processes forms, reservations, and payments, and prepares expense reimbursements.
Reviews incoming documents and reports, establishes priorities, and gathers pertinent background information to facilitate appropriate action. Works independently and meets deadlines and objectives, which require extensive knowledge of college policies, procedures, and practices. Has a strong grasp of office protocols and executive level professional practices. Monitors the Vice President’s budget and provides feedback to the Budget Office to answer questions. Assists with management of capital equipment purchasing process, enters information into required systems, and approves capital equipment requests as appropriate.
Originates correspondence and generates reports on behalf of the SVP. Originates memos, types and mails routine correspondence including responses to inquiries and other communication requiring creativity and an exercise of judgment. Coordinates, screens, and submits divisional contracts to the Legal Office for review and approval. Performs clerical and administrative responsibilities in completing special projects. Researches information and prepares correspondence, documents, and reports. Coordinates reports as required by regulations and policy. Maintains record keeping system in accordance with records retention schedule. Assesses record keeping needs, and sets-up and maintains filing systems. Files, organizes and cross-indexes files. Serves the division as the Formal Committee Liaison for Records Retention. Originates and creates data fields, spreadsheet criteria, formulas and report formats. Writes reports requiring the drawing of conclusions and original thought. Develops reporting and record criteria.
Maintains public, student and internal relations. Answers telephone, records messages, obtains information and directs calls. Schedules appointments on behalf of the EVP and exercises discretion as to priorities and use of his/her time. Resolves and processes parent and student inquiries, complaints and other situations not requiring the personal attention of the EVP.
Maintains and updates the EMSS student complaint database. Prepares data and reports needed for HEI compliance reviews related to student complaints. Reports complaint resolution status to the President’s Office. Maintains regular contact with students that involves advising or influencing students on important matters. Maintains student records and other confidential or sensitive information.
Develops and maintains student advisory group for the VPSA. Prepares quarterly and annual report on recommendations and actions for the student advisory group. Maintains regular contact with students that involves advising or influencing students on important matters. Maintains student records and other confidential or sensitive information. Includes supervision of student workers. Interviews and provides recommendation for hire of student workers. Monitors and approves payroll for student workers. Completes performance reviews for student workers.
DIVERSITY, EQUITY, AND INCLUSION
Helps to ensure the College meets its responsibilities in identifying areas of opportunity and systemic concerns, while reporting complaints alleging discrimination. Creates a welcoming, inclusive, equitable, and productive work and learning environment, where all students, faculty members, and college employees feel valued and able to contribute to their full potential, regardless of their differences.
OTHER DUTIES & RESPONSIBILITIES
Attends all required meetings and trainings. Fosters and maintains a safe environment of respect and inclusion for faculty, staff, students, and members of the community. Regular, predictable, and punctual attendance is required. Other duties as required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions described in this position description. While performing duties of this job, the employee regularly exhibits digital dexterity when entering data into computer. The employee regularly stands and walks for extended periods of time, and occasionally sits. Employee converses verbally with others in person and by telephone. Employee occasionally reaches with hands or arms, climbs or balances and stoops, kneels, crouches or crawls. Vision demands include close, relatively detailed vision when focusing on a computer screen. Employee occasionally lifts or exerts force of up to 10 pounds when moving files, boxes and other materials.
Typical office environment. Regular exposure to moderate noise typical to business offices.
Knowledge, Skills and Abilities:
Knowledge of: student development theory, standard office procedures and practices; office administration; business English word usage, spelling, sentence structure, and punctuation; business and legal formats.
Skill in: excellent verbal and written communication; organization; customer service; conflict resolution; general typing; application of job software including word processing and spreadsheets; proofreading standard business correspondence and other written documents; customer service; office organization; creating functional report formats; verbal and written communications; performing mathematical calculations including addition, subtraction, multiplication, decimals, percentages and fractions.
Ability to: develop and maintain effective working relationships with associates, vendors, students, telephone users and general public; maintain confidential and sensitive information; use good judgement; perform complex tasks and prioritize multiple projects; effectively communicate information in oral and written forms; excellent listening skills and participant in collaborative work; develop and maintain effective working relationships with colleagues and stakeholders across the College; effectively work with persons of varying cultures and diversity; problem solve effectively; exhibit a pleasant public manner and telephone etiquette; originate correspondence; work independently.
Bachelor’s Degree in a related field. Three (3) years of administrative office experience. State Motor Vehicle Operator's License or demonstrable ability to gain access to work site(s). An appropriate combination of education, training, coursework and experience may qualify a candidate.