Executive Assistant

Position Summary :

Provide high-level administrative, clerical, and analytical support for the Student Success Branch of Johnson County Community College (JCCC), serving as the primary point of contact for those reaching out to the Vice President of Student Success and Engagement.

Required Qualifications : Associate's degree and 3+ years of experience in administrative support work. Experience may substitute for degree.

To be considered for this position we will require an application, resume, and cover letter.

Unofficial transcripts are required for all Adjunct faculty and Faculty positions.

Position Details : Job duties include but are not limited to :

• Handle operational duties to allow senior leaders to focus on higher-level strategic tasks. Facilitate effective and efficient operations across Student Success and Engagement by managing administrative aspects of the day-to-day activities, including creating and distributing correspondence, editing and proofreading documents, developing reports, processing invoices, and supporting general branch operations.
• Collaborate closely with branch personnel and other Administrative Assistants on matters related to Student Success and Engagement operations and activities.

Coordinate with the President’s office and other Cabinet-level offices to schedule and organize internal and external meetings.

Maintain the Vice President’s complex calendar, ensuring it is followed and respected. Resolve overlapping commitments and protect time for shifting priorities.

Coordinate with various internal and external calendars.

• Arrange travel plans, itineraries, and agendas using Concur.
• Compile, review, and distribute the monthly branch report to the President’s office in an accurate and timely manner. Coordinate closely with senior leaders in the process and provide accurate and complete information and updates to all stakeholders.
• Maintain budget expenditures and process budget transfers and requisitions. Oversee budget submission forms and enter budgets into the Banner system.
• Create and maintain files related to the branch and manage, store, and disseminate information, ensuring security and compliance of all files.

Store documentation such as meeting minutes, background checks, disciplinary records, deceased student files, and other sensitive records.

Assist with reports, presentations, and communications. Analyze and interpret data to produce reports.

• Keep branch tools, such as listservs, staffing function charts, and organizational charts, current and up to date.
• Coordinate branch meetings, leadership retreats, special events, and activities. Assist with the planning and logistics of such activities, contributing to event / meeting details, assisting with set up, handling catering details, and problem-solving on the day of event / meeting.
• Manage online user access requests and permissions, determining and providing appropriate levels of Banner access for staff members.
• Provide customer service and guidance to those in need of services from the branch, including internal and external students, customers, and stakeholders.

Ensure faculty, staff, students, or other visitors are assisted in a welcoming and responsive manner.

Provide a bridge for smooth communication between the Student Success department and other internal departments, demonstrating leadership to maintain credibility, trust, and support.

Display initiative, discretion, and a high level of independent judgment at all times.

Duties and responsibilities, as required by business necessity, may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing.

Scheduling, shift assignments and work location may be changed at any time, as required by business necessity.