Executive Admin. Assist., Vice President, Instruction/ Chief Academic Officer

The purpose of this job is to serve as a first point of contact for matters related to the administration of the Chief Academic Office / Instruction, including assistance in managing incoming inquiries and other day-to-day operations.

The position will coordinate with other departments and maintain strong, effective communications with external and internal members.

This position requires a fast-paced response to handle a wide variety of activities and must handle confidential matters with discretion.

The ideal individual will have the ability to exercise critical thinking skills and must have strong verbal and written communication, administrative, and organizational skills.

Duties are for both Curriculum and Continuing Education programming.

Are you the right applicant for this opportunity Find out by reading through the role overview below.

Responsibilities

• Assists the Chief Academic Officer / VP, Instruction in day-to-day activities including the coordination and management of meetings and schedules and other general office duties.
• Completes a broad variety of administrative tasks for the Chief Academic Officer / VP, Instruction including managing the Chief Academic Officer / VP, Instruction's calendar of appointments, completing expense reports, composing and preparing correspondence, arranging detailed travel plans, itineraries, and agendas, and compiling documents for travel-related meetings.
• Provides scheduling and creates win-win situations for direct access to the Chief Academic Officer / VP, Instruction's time and office.
• Works closely and effectively with the Chief Academic Officer / VP, Instruction to keep him / her well informed of upcoming commitments and responsibilities, following up appropriately.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
• Assists in coordinating the agenda, planning, and preparation for all meetings held by the Chief Academic Officer / VP, Instruction including the Board of Trustees’ Curriculum Committee meetings, taking and compiling minutes from meetings in a timely manner.
• Assists with budget duties, journal entries, and budget reconciliation for both Curriculum and Continuing Education.
• Maintains office supply inventory, anticipating needed supplies, evaluating new office products, placing and expediting orders for supplies, and verifying receipt of supplies.
• Prepares reports by collecting and analyzing information.
• Responds to general inquiries and forwards inquiries to various departments as appropriate.
• Assists in the formatting, preparation, and proofreading of documents for proposal submissions, internal and external reports, presentations, and other related documents.
• Records minutes at meetings and prepares all minutes for final approval.
• Word processes or prepares spreadsheets for agreements, contracts, reports, and forms which may be of highly confidential nature.
• Processes monthly payroll including timesheets and contracts.
• Reviews and provides regular budget updates.

Knowledge, Skills, and Abilities

• Knowledge of organization or departmental operations, services, and policies.
• Knowledge of general office procedures and protocols.
• Knowledge of financial rules, regulations, laws, and procedures.
• Skilled in word processing at 55 - 65 words per minute.
• Skilled in Microsoft Office, including Excel, Word, Access, and PowerPoint.
• Ability to communicate effectively and tactfully orally and in writing.
• Ability to prioritize and organize based on deadlines.
• Ability to promote and represent the College in a positive manner.
• Ability to problem solve and use critical thinking skills.

Physical Demands

This job requires continuous sitting and talking or hearing; occasional standing, walking, and gripping or feeling with hands;

typing / repetitive movement. Occasionally required to lift up to 10 pounds.

Required Education and Experience

Associate Degree in Business Administration, Office Systems Technology, or related field and three years of executive administrative assistant experience required.

Preferred Qualifications

Bachelor's Degree in Business Administration or similar degree preferred. Experience working in an educational setting; experience working with Colleague or an enterprise similar system.

Specialized Training

Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, Social Media web platforms, PowerPoint, and Colleague.

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