Full-Time Staff
Main Campus
Posted 2 months 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

  1. 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.
  2. Prepare proposed Board Recommendation Memorandums.
  3. Assist in the operation of the postage meter (including refilling postage funds) and printer/copier equipment.
  4. Organize and maintain file system, correspondence, and other records.
  5. Maintain inclement weather contacts and procedures.
  6. 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.
  7. Maintain the employee printable telephone directory as well as provide to IT for Website updates.
  8. Maintain names, numbers, and funds for e2campus (Saints Alert) and Call Em All.
  9. Maintain the college-approved caterer list, making sure we have current documentation on file for each caterer.

ADMINISTRATION/MANAGEMENT

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

FISCAL

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

OTHER

  1. 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).
  2. 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

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Personal Info

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High School Education

Certificate (if applicable)

College Education (if applicable)

Reference 1

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Reference 2

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Employment History

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Information for Reporting Purposes

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