SUMMARY: Provides administrative and clerical support to the President and Vice President for Academic Affairs. Performs other related job duties or responsibilities as requested or required, whether or not specifically mentioned in this job by performing the following duties:
ESSENTIAL DUTIES AND RESPONSIBILITIES: This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. Other duties may be assigned.
Composes, creates and prepares for distribution correspondence, reports, presentations, spreadsheets and other communication and information documents (i.e., policy manual, templates, etc…) for the President and Vice President for Academic Affairs or others as assigned.
Organizes and maintains the President's and Vice President for Academic Affairs calendar, files, travel accommodations, monthly travel reports, expense reporting, and all related communications.
Coordinates graduation and assists with the honors receptions.
Oversees the receptionist functions for the administrative area.
Maintains control of office supplies including inventory, distribution, and requisitioning of supplies for the President and Vice President for Academic Affairs.
Maintains institutional accreditation files and files related to the college's continuous improvement efforts.
Serves as liaison with Board of Trustees. Prepares board agenda packets and takes minutes at monthly board meetings. Maintains archive of board minutes and exhibits. Facilitates communication and reports with appropriate state offices regarding the trustees.
Maintains strict confidentiality of all information with regard to the activities of the President, Vice President for Academic Affairs, the Board of Trustees and other administrative functions.
Assists with the operational tasks within the Administrative Area.
Effectively represents the President and Vice President for Academic Affairs to the public.
Has access to calendar for college vehicle and schedules as needed.
Opens, sorts and distributes mail for President and Vice President for Academic Affairs.
Makes minor administrative judgments as needed for the President and Vice President for Academic Affairs.
Coordinates the room reservation for external requests and internal request as needed.
SUPERVISORY RESPONSIBILITIES: Supervises work-study student employee when available.
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Individual must thoroughly understand the confidentiality of information that is inherent in working with the President and Board of Trustees. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE:
Associate's degree in office administration or related field; 5+ years experience in office administration. Experience in Microsoft Office Suite and database administration in addition to experience operating general office equipment and telephones. Familiarity with budgeting and accounting processes preferred.
CERTIFICATES, LICENSES, REGISTRATIONS:
N/A
LANGUAGE SKILLS:
Exceptional interpersonal, verbal, and written communication skills. Ability to communicate with all internal and external levels.
MATHEMATICAL SKILLS:
Competency in basic math.
REASONING ABILITY:
Ability to multi-task, prioritize work load, set up/maintain databases and generate reports as requested; exhibit exceptional customer service skills while under tight deadlines and with constant interruptions. Ability to cope with stressful circumstances and to cordially interact with coworkers to accomplish common tasks. Exhibits a willingness to assume additional duties; seeks the guidance of supervisor prior to beginning an unfamiliar assignment unless otherwise instructed.
PHYSICAL DEMANDS: The physical 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.
Ability to use general office equipment including the computer, fax, telephone, and copier. Equipment is in various locations. Some problems may necessitate research to solve. The information being researched may be located in various offices at varying heights and be in various formats necessitating pulling files, examining micro fiche, or traveling to the storage building to look through boxed records; requiring lifting, bending, and/or stooping.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Position performed primarily in an environmentally controlled office.
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