Description
The executive administrative assistant provides administrative support of a highly complex and confidential nature to the Vice President, Operations and Facilities. This person works under limited supervision and must exercise initiative and independent judgment in setting priorities and carrying out all assignments. This individual must be able to work effectively with individuals at all levels within the college and also serve as liaison with a wide variety of groups outside the college: students, parents, business and community leaders, board members, elected officials, college presidents and system leadership. These contacts require tact, discretion, diplomacy, and maturity. Excellent public relations skills are a must and projection of a positive image for GTCC is required at all times. A sense of cooperation, cohesiveness, and teamwork needs to be fostered to allow the Office of Vice President, Operations and Facilities to operate effectively on a day-to-day basis.
Min Salary $43,682.78 Max Salary $58,971.74 Duties/Functions
- Serve as the primary support personnel to the executive.
- Coordinate the executive’s schedule including internal and external obligations, including coordination and prioritization of the executive’s daily appointments and business obligations.
- Arrange meetings and conferences: help prepare agendas, record minutes, handle communications, travel arrangements, and the processing of related functions and documents.
- Call processing: The person in this position should be able to successfully resolve incoming inquiries or refer incoming calls to the respective employee or department while ensuring that appropriate calls are referred to the Vice President, Operations and Facilities.
- Monitor deadlines, status of documentation, scheduled activities, or other issues requiring timely action/response and ensures follow through. Tracks progress of projects and utilizes effective workflow systems to increase efficiency and effectiveness.
- Research and source information to assist Vice President, Operations and Facilities with specific projects.
- Provide administrative support to the Vice President, Operations and Facilities relative to internal and external committee appointments. Duties include scheduling meetings, preparing agendas, documenting minutes, and preparing exhibits.
- Coordinate college meetings, receptions, and events in support of Vice President, Operations and Facilities initiatives.
- Assist in the hiring processes for Operations and Facilities Division by coordinating interview meetings/documents.
- Prepare new hire and separation documents, as well as prepare payroll and manage leave requests for Operations and Facilities staff.
- Conserve executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
- File and retrieve documents and reference materials.
- Support, and be a resource for, regional accreditation processes and correspondence.
- Provide exemplary customer service in person, over the phone and via email. Treat customers with courtesy and respect, showing concern for their needs, and investigate and resolve concerns promptly.
- Help interpret, and be a resource for, policy for students, parents, and faculty/staff.
- Maintain confidentiality of information.
- Maintain budget records: recommend expenditure requests, monitor expenditures to ensure compliance with approved budget, recommend and process budget transfers. Assist in developing draft budget proposals as necessary.
- Perform purchasing functions: research availability and pricing, assist in developing bid proposals, complete requisitions/contracts and process invoices for approval.
- Design, prepare, and proof read reports and/or presentation materials for the Vice President, Operations and Facilities.
- Help coordinate planning unit activities and timely completion of planning process/documents.
- Ensure all documents that require a signature are promptly signed and returned to appropriate recipients.
- Provide training and mentoring to administrative assistants as needed.
- Develop forms for college wide use.
- Serve on college committees and focus groups.
- Demonstrate and model the college’s employability skills: adaptability, communication, information processing, problem solving, responsibility and teamwork.
- Perform all other duties as assigned.
Difficult Challenges
- Managing highly dynamic schedule and work load.
- Insuring VP is made aware of issues and concerns internal and external to the department that may impact divisional success.
- Working in a diverse environment including internal staff, contract staff and external persons who work with the department.
Contacts
- Vice President Operations and Facilities and his/her leadership team.
- President’s Office and leadership of the college.
- HR and Finance.
Education Required
- Associates Degree in Business Administration, Office Management or related field from a regionally accredited post-secondary institution
Education Preferred
- Bachelor’s Degree in Business Administration, Office Management or related field from a regionally accredited post-secondary institution
Experience Required
- Five years of recent progressively responsible experience providing administrative support to a manager or executive, including evidence of experience in the following areas:
- Thorough knowledge of office practices, procedures and equipment to include, basic accounting practices to track budget and expenditures
- Proficiency in Microsoft Office products and have experience using word processing, developing spreadsheets, developing presentations, and using database software applications
Experience Preferred
- More than 5 years of recent progressively responsible experience providing administrative support to a manager or executive
- Experience in an academic setting
- Recent experience with an enterprise student information system (e.g., Colleague)
- Possess an intermediate knowledge of database programs (e.g., Access)
KSA Required
- Ability to create, correct and format documents and communications. Work experience with word processing, database software, spreadsheets, presentation and communication software. Willingness to be continually updated in these skills.
- Ability to work independently with limited supervision.
- Demonstrate initiative in upgrading skills with professional development opportunities.
- Ability to handle paperwork and confidential information with discretion and sensitivity.
- Exceptional organizational skills and deadline management with the ability to prioritize projects and tasks.
- Ability to work efficiently and calmly under pressure.
- Strong verbal skills and personable manner in dealing with the public in person and on the phone.
- Ability to compose correspondence with correct punctuation and grammar.
- Strong proof reading skills.
- Ability to communicate effectively both orally and in written form.
- Punctuality and flexibility in time management.
- Neat, professional appearance and attire.
- Proficient computer skills.
- Accuracy and attention to detail is a must
- Ability to organize and maintain files for ready access.
- Must be willing to work flexible schedules as needed. Will be in constant contact with public at all times.
KSA Preferred
- Knowledge of real estate procurement processes.
Department/Job Specific Requirements
- Maintain Vice President’s schedule and assist Manager, Business Continuity and Emergency Management in scheduling meetings and trainings.
- Compose general correspondence and maintain all correspondence files for Vice President.
- Schedule the Vice President’s bi-weekly staff meeting and prepare the agenda; attend and take minutes at the meeting; prepare and distribute the minutes.
- Schedule the Risk Management Committee meetings and Physical Plant Safety Committee meetings for the Risk Manager; attend and take minutes; prepare and distribute the minutes and related handouts.
- Maintain leave records for assigned departments and prepare part-time payrolls.
- Maintain schedule of required annual work activities to ensure timely completion of the various annual reports, updates and budget processes required by the Vice President and Risk Manager.
- Prepare purchase requisitions and monitor expenditures against department budget line items.
- Coordinate collection of Conflict of Interest forms for the division annually as well as forms for new hires.
- Maintain records tracking Employee Performance Appraisals for new hires.
- Maintain and update an e-file for all job descriptions for the division.
- Prepare analyses of designated budget accounts for review by the Vice President.
- Maintain updated computer skills and train division staff as needed.
- Provide clerical support to division managers as assigned.
- Provide support for college insurance activities as needed.
The following (compliance) training is required and must be completed within the first 30 days of hire with annual refresher training thereafter:
- Ethics
- Safety/Shooter on Campus
- Personal Information Protection Training ( PIP )
- Anti-Discrimination/Harassment & Title IX
- Other training may be required as determined applicable.
Physical Demands
Physical requirements of role consistent with administrative assistant duties, primarily sitting or standing at desk, filing and going to meetings throughout GTCC .
