Job location: Highland Business Center

Employment Type: Full-time
Posted data: 2022-01-19
Req: R-945

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Austin Community College is a public two-year institution that serves a diverse population of approximately 41,000 credit students each Fall and Spring semester. We embrace our identity as a community college as reflected in our mission statement. We promote student success and community development by providing affordable access, through traditional and distance learning modes, to higher education and workforce training, including appropriate applied baccalaureate degrees, in our service area.

As a community college committed to our mission, we seek to recruit and retain a workforce that:

• Reflects the diversity of our community
• Values intellectual curiosity and innovative teaching
• Is attracted by the college mission to promote equitable access to educational opportunities
• Cares about student success and collaborates on strategies to facilitate success for under-represented populations
• Welcomes difference and models respectful interaction with others
• Engages with the community both within and outside of ACC

Commitment to Equity and Inclusion

ACC is committed to the ongoing systemic changes needed to ensure the increased recruitment, inclusion, retention, and completion of historically underserved and under represented populations. Through continual strategic community engagement and professional development of administrators, faculty, staff, and students, the college demonstrates its dedication to fostering a culture and climate for equitable outcomes.

As an open access and low-cost institution, ACC is proud to serve a diverse student body. Dedicated faculty members are excellent professors who help students achieve their educational goals and are sensitive to the diverse cultures and socio-economic backgrounds of our students. In 2017 our faculty adopted a Statement of ACC Faculty Values. This Statement affirms that ACC's faculty members value collaboration, service, agency, scholarship, inclusion, and teaching, all of which attest to our commitment to equity, diversity, and inclusion at the heart of our mission.

Job Posting Title:

Executive Assistant - E3 Alliance

Job Description Summary:

E3 Alliance, a nonprofit partner of Austin Community College (ACC), is looking for a full-time Executive Assistant to support E3 Alliance’s Executive Director, Chief Operations Officer, and Leadership Team to support day to day operations of E3 Alliance. The Executive Assistant must be experienced in using common office productivity applications including Microsoft Outlook Email and Calendar, Excel, Word, Power Point, Office 365, Google Drive or similar applications and Zoom. He/she must be adaptable and able to work in a fast-paced environment where staff may be working in one of two offices or remotely offsite. He/she must be able to work with a sense of urgency, professionalism and teamwork on a wide variety of activities in support of E3 Alliance. He/she must be able to take direction, work independently and be resourceful in learning new things, performing job responsibilities, problem-solving, and maintaining confidentiality.

The E3 Alliance Mission is to use data and collaboration to change education systems so all students succeed. We are nationally recognized for our passion and success in transforming education to improve equity and student outcomes. This is a dynamic position with opportunities to learn, grow, and contribute to improving educational outcomes and equity for all students in our region and state.

E3 Alliance is an equal opportunity employer and has been designated a Best Place for Working Parents.

Our Core Values: Collaboration | Data-driven | Equity | Learning | Relentless

Job Description:

Primary Duties and Responsibilities

This role will perform wide range of duties including, but not limited to, the following:

Executive Director Support

• Provide executive level support to E3 Alliance’s Executive Director by receiving, prioritizing and responding to incoming correspondence, requests, reports and telephone or e-mail contacts. Organize and maintain schedules, calendars, and appointments for the Executive Director which may include meetings and events and arrangements associated with such, including preparing agendas, minutes, equipment, location, information packets and follow up action items.
• Coordinate and manage E3 Board of Director’s meeting schedule, RSVP’s, Minutes, Slide Deck, handouts, onboarding and supports.
• Support the Executive Director with meeting preparation, document approvals, travel arrangements, expense reports and other executive support tasks.
• Maintain E3’s Annual calendar of operational activities and proactively ensure that all are completed on a timely basis.

COO and Accounting Support

• Assist COO with annual budgeting, tax form preparation, audit and fiscal/calendar year accounting close.
• Perform accounting support activities, including: entering customer contributions and other payments in QuickBooks; handling bank deposits for checks received; processing checks for signature; creating bills in QuickBooks. Serve as liaison between contractors and vendors and E3 Alliance to set up and maintain accounts. Keep COO informed of status and issues.
• Participate in Quarterly Operations Review.

Leadership Team Support

• Maintain Leadership Team planning documents, including Weekly Update and Landscape document.
• Assist Executive Director with setting the Agenda for Leadership Team meetings and communicating agenda items with Leadership Team.

Organization Support

• Communicate E3-wide communications, for example weekly Huddle Email with Huddle recording.
• Coordinate staff wide meetings and Advances including, but not limited to: ALL E3 Meetings, Advances, Leadership Team Meetings, E3 “fun days” and Learning Lunches.
• Serve as technical resource for E3 Emails, Office 365 Account, computer hardware and software and other office equipment such as copiers and faxes. Responsible for maintaining asset records, completing forms for service and replacement. In coordination with support staff, responsible for paper and toner supplies and replacement when needed. This role serves as an Administrator for E3’s Office 365 and Zoom accounts.
• Coordinate Interns and high school work study programs with developing project descriptions, finding interns, and ensuring successful intern experience.
• Respond to and/or direct inquiries as the primary initial interface of E3 Alliance with stakeholders and the public. Work with other staff to forward to the appropriate internal contact and to resolve issues.
• Gather and compile data, producing specialized reports and documents needed by E3 on a regular basis, such as Board of Director lists, Staff EIDs, Master Staff List, emergency contact information, HR folders, computer asset tags, etc. Establish and maintain files, logs and other tracking systems for a variety of information, projects and events as needed to support the Executive Director, COO, and staff.
• Coordinate special projects, including researching and analyzing information and data; interpreting and applying policies and procedures, and/or recommending alternative solutions based on information gathered.
• Act as primary liaison to ACC operations, facilities, and HR staff, maintaining strong relationships with our partner/host and ensuring policies and operations are well coordinated.
• Other duties as required to proactively manage effective and efficient operations of the E3 Alliance office.

HR Support

• With Executive Director, COO, and support staff, post job descriptions, collect job applicant materials and assist in hiring process, including offer letters.
• Support Onboarding Processes of new employees including collaborating with ACC. Responsible for coordinating new hire and intern equipment (computer, phone) and server access. Maintain checklists for new hires and for employee exits when employees leave E3 Alliance ensuring ACC and E3 Alliance procedures are followed.

Performance Expectations and Review
Performance reviews will be conducted annually. Areas of evaluation may include but will not be limited to:

• Success in carrying out duties as required by above job description.
• Initiative to learn and take on new responsibilities.
• Willingness to work as a strong team member.
• Ability to take guidance and supervision.
• Alignment with E3 Alliance Core Values and “Best At’s”.
• Compliance with E3 Alliance Policies and Procedures.

Minimum Qualifications

• Passionate about advancing equity in education and supporting students.
• Exceptional organizational skills and attention to detail.
• Ability to organize and coordinate calendars and schedules for a variety of internal and external meetings and events.
• Excellent written and oral communication skills.
• Cultural fit and alignment with E3’s Core Values.
• Ability to take direction and complete tasks independently.
• Proven ability to be a strong team member, contribute to a positive work environment and work collaboratively to achieve individual, team and organization objectives.
• High proficiency in Microsoft Office Suite: Outlook, Excel, PowerPoint, Word; Office 365, Google Drive, Zoom.
• Authorized to work for US Employer.

Preferred Qualifications

• Experience supporting a senior leader.
• Strong collaboration skills with internal and external stakeholders.
• Spanish bilingual.
• Work experience in a fast-paced, mission-driven work environment.

Physical Requirements

• Work is typically performed in a standard office environment.
• Subject to standing, walking, sitting, bending, reaching, pushing, and pulling.
• Occasional lifting of objects up to 10 pounds.

Safety

• Work safely and follow safety rules. Report unsafe working conditions and behavior. Take reasonable and prudent actions to prevent others from engaging in unsafe practices.

Salary Range

Depends on education and experience.

Direct Supervisor: Executive Director

Number of Openings:

1

Job Posting Close Date:

February 4, 2022

ACC Benefits Overview

Full-time faculty and staffing table employees who work in full-time and/or part-time positions at the college are eligible for ACC medical benefits effective the first of the month after their first 60 days of employment. Benefits include medical, dental, life insurance, short- and long-term disability, retirement plans and AD&D.

ACC does not participate in Social Security. ACC participates in the Teacher Retirement System of Texas (TRS) and the Optional Retirement Program (ORP-Faculty and Administrators Only). Part-time and Hourly employees participate in the ACC Money Purchase Plan (ACCMPP) as a retirement program required by federal law.

EEO Statement

The Austin Community College District is an Equal Opportunity Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, political affiliation or other protected categories.

Clery Act

As required by the US Department of Education, employees are required to report violations under the Title IX and, under the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act), select individuals are required to report crimes. If this position is identified as a Campus Security Authority (Clery Act), you will be notified, trained, and provided resources for reporting.

Disclaimer

The above description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. ACC reserves the right to add, change, amend, or delete portions of this job description at any time, with or without notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by ACC as its discretion to enable individuals with disabilities to perform the essential functions.