Executive Assistant to Vice President of Administrative Services

Full-Time Staff

Main Campus

Posted 2 weeks ago

SUMMARY

The Executive Assistant reports to the Vice President of Administrative Services and Executive Director of Human Resources (HR) and is responsible for providing administrative support including; developing and maintaining numerous financial spreadsheets, assistance in tracking various construction project paperwork, maintaining files & contracts, performing data entry, mail distribution, and various other office duties as assigned.

MINIMUM QUALIFICATIONS

Associate degree in Secretarial Science or other Business field from a two-year college or technical school or;
3-5 years of experience and a demonstrated track record of accomplishment in a support role.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

LEADERSHIP

Create and sustain a supportive College culture that engages employees, recognizes diversity, ensures equity, promotes inclusion, and creates a sense of belonging by fostering an environment of teamwork, accountability, communication and vision.
Prepare proposed Board Recommendation Memorandums.
Assist in the operation of the postage meter (including refilling postage funds) and printer/copier equipment.
Organize and maintain file system, correspondence, and other records.
Maintain inclement weather contacts and procedures.
Manage room reservations for (internal/external) events held on campus. Ensure all documentation is properly attained and filed. Maintain a Calendar of Events in conjunction with any Requests for Facilities Usage. Prepare & distribute the weekly setup instructions for Maintenance, IT, and A/V departments for events held on campus.
Maintain the employee printable telephone directory as well as provide to IT for Website updates.
Maintain names, numbers, and funds for e2campus (Saints Alert) and Call Em All.
Maintain the college-approved caterer list, making sure we have current documentation on file for each caterer.

ADMINISTRATION/MANAGEMENT

Coordinate and arrange meetings following appropriate Open Meetings Act policies.
Prepare agendas, reserve facilities & appropriate meeting rooms, and record minutes of meetings.
Maintain official bid files for the college. File all certificates of publication (as part of the Bid Process and all other processes as needed).
Maintain official athletic, student liability, and general insurance files for the college.
Manage all certificates of insurance.
Maintain official digital and physical lease and contract files for the college.
Complete annual paperwork as required for prevailing wage.
Prepare campus Safety Reports (including Clery) and distribute as necessary.

FISCAL

Prepare requisitions, purchase orders, budget modifications, general ledger postings, and other internal and external correspondence.
Assist with College-wide budget planning processes by forecasting resources.
Assists with the Implementation of policies and procedures used in emergency and/or crisis management situations.
Communicate accident/incident reporting requirements to employees
Maintain OSHA reporting logs.

OTHER

Perform other related duties which may be required by the Vice President of Administrative Services (i.e. duties that may not be specifically listed in the class specification or position description, but are generally within the occupational series and responsibility level associated with the employee’s class of work).
General work hours are Monday through Friday, 7:45 a.m. – 4:15 p.m. Evening or weekend hours may be required to participate in other college activities outside of regular working hours.

SKILLS & ABILITIES:

Excellent verbal and written communication skills.
Excellent organizational skills and attention to detail.
Excellent time management skills with a proven ability to meet deadlines.
Ability to adapt to the needs of the organization and employees.
Proficient with Microsoft Office Suite or related software.

SUPERVISORY RESPONSIBILITIES

None

CUSTOMER SERVICE STATEMENT

Consistently performs duties with concern, courtesy, and respect for all persons in a prompt and timely manner. Must work cooperatively with students, employees, and community members and be sensitive to issues of student and employee diversity. Consistently exhibits responsiveness to others in the organization at all levels and responds to requests for assistance from students, staff, and community members in a helpful and timely manner with attention to detail. Must be able to adapt to the needs of the organization and employees.

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.

Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position to position. Lifting items up to 20 pounds in weight.

Sitting for prolonged periods of time.

WORK ENVIRONMENT

Work is primarily in an office/school environment. Noise levels usually are moderate.

REQUIRED DOCUMENTS: Resume, Cover letter, Official Transcript

SALARY RANGE: $36,000 – $38,000

Apply Online

Salary Desired*

Personal Info

Full Name*

Street Address*

City*

State*

Zip*

Email*

A valid email address is required.

Phone*

A valid phone number is required.

Are you less than 18 years of age?*

Have you ever been employed by SCC before?*

Are you legally permitted to work in the country?*

If legally permitted, will you be prepared to produce proof at the time of hire, in accordance with the Immigration Reform and Control Act of 1986?*

Are you currently receiving retirement benefits from the State Universities Retirement System (SURS)? If yes, you may be required to provide the following documentation from SURS: 1. Monthly earning limitation 2. Highest rate of earnings*

If you have a relative who works at SCC, please list his or her name.

If currently employed by another SURS covered employer, please list Employer Name, Number of Weeks Worked/Anticipated to Work, Dates Worked/Anticipated to Work, and Estimate Gross Pay for that job/position.

High School Education

High School Name*

Diploma / GED Awarded

Certificate (if applicable)

Name of School

Major

College Education (if applicable)

Name of College

Highest Degree Earned

Other Pertinent Formal Training (if any)

Reference 1

Reference 1 Name

Reference 1 Email

A valid email address is required.

Reference 1 Phone

A valid phone number is required.

Reference 2

Reference 2 Name

Reference 2 Email

A valid email address is required.

Reference 2 Phone

A valid phone number is required.

Employment History

Employer 1 Name

Dates of Employment for Employer 1

Employer 1 Phone

A valid phone number is required.

Position with Employer 1

Leaving Employer 1 was

Employer 1 may be contacted for references

Employer 2 Name

Dates of Employment for Employer 2

Employer 2 Phone

A valid phone number is required.

Employer 2 Position

Leaving Employer 2 was

Employer 2 Supervisor

Employer 2 may be contacted for references

Information for Reporting Purposes

Gender

Race/Ethnic Background

Hispanic or Latino: A person of Cuban; Mexican; Puerto Rican; South or Central American or other Spanish culture or origin regardless of race White (Not Hispanic or Latino): A person having origins in any of the original peoples of Europe; the Middle East; or North Africa Black or African American (Not Hispanic or Latino): A person having origins in any of the black racial groups of Africa Native Hawaiian or Pacific Islander (Not Hispanic or Latino): A person having origins in any of the peoples of Hawaii; Guam; Samoa or other Pacific Islands Asian (Not Hispanic or Latino): A person having origins in any of the original peoples of the Far East; Southeast Asia or the Indian Subcontinent including for example: Cambodia; China; India; Japan; Korea; Malaysia; Pakistan; the Philippine Islands; Thailand and Vietnam Native American or Alaska Native (Not Hispanic or Latino): A person having origins in any of the original peoples of North and South America (including Central America) and who maintains tribal affiliation or community attachment

Are you a disabled veteran?

How did you hear about this position?

Attachments

Attach Cover Letter

Attach Transcript

Attach Resume*

Terms & Conditions

I certify that all information provided in this employment application is true and complete. I understand that any false information or omission may disqualify me from further consideration for employment and may result in my dismissal if discovered at a later date. I authorize and agree to cooperate in a thorough investigation of all statements made herein and other matters relating to my background and qualifications. I understand that any investigation conducted may include a request for employment and educational history, credit reports, consumer reports, investigative consumer reports, driving record, and criminal history. I authorize any person, school, current and former employer, consumer reporting agency, and any other organization or agency to provide information relevant to such investigation and I hereby release all persons and corporations requesting or supplying information pursuant to such investigation from all liability or responsibility to me for doing so. I understand that I have the right to make a written request within a reasonable period of time for complete disclosure of the nature and scope of any investigation. I further authorize any physician or hospital to release any information which may be necessary to determine my ability to perform the job for which I am being considered or any future job in the event that I am hired. I agree to abide by all rules and regulations in effect at the time of my employment or subsequently initiated.

I UNDERSTAND THAT THIS APPLICATION OR SUBSEQUENT EMPLOYMENT DOES NOT CREATE A CONTRACT OF EMPLOYMENT NOR GUARANTEE EMPLOYMENT FOR ANY DEFINITE PERIOD OF TIME. IF EMPLOYED, I UNDERSTAND THAT I HAVE BEEN HIRED AT THE WILL OF THE EMPLOYER AND MY EMPLOYMENT MAY BE TERMINATED AT ANY TIME, WITH OR WITHOUT CAUSE AND WITH OR WITHOUT NOTICE.

I have read, understand, and consent to these statements. *

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