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|Title:||Administrative Assistant to VP of Workforce Development & Continuing Education|
|Apply by date:||
$35, 000 - $40,000 per year
Working hours for this position normally consist of 7.5 hours per day (Monday through Friday) exclusive of a 1/2 or 1 hour lunch. These hours to be agreed upon between the supervisor and the employee at the onset of employment. Hours may be extended or adjusted based on departmental needs.
Note: This position requires evening or weekend work on occasion with the employee having substantial notice.
Provide administrative support to the Vice President of Workforce Development & Continuing Education, and to other individuals in the units reporting to the Vice President. Manage the day-to-day activities of the office using a considerable degree of independence and discretion, and exercising sound judgment in the performance of the assigned duties. Perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards in a safe and efficient manner and with minimal supervision. The ability to handle sensitive information and maintain confidentiality is essential.
Essential Duties and Responsibilities:
- Receive and assist visitors and telephone callers, referring them to the supervisor or other offices as appropriate. Deal with challenging student interactions in a professional and diplomatic manner, and maintain a calm and courteous office environment at all times. Handle complaints and conflicts diplomatically to diffuse potentially volatile situations as required.
- Manage the day-to-day activities of the office; maintain files, telephone and mailing lists, payroll and necessary office supplies; monitor office expenditures to assure purchases are within budget
- Answer and screen supervisor's telephone calls, arrange conference calls, prepare travel plans, reservations, schedules appointments and manage the Vice President’s calendar.
- Compile and type statistical reports. Prepare divisional reports, board reports and other reports as needed.
- Prepare and coordinate the correspondence from the unit including newsletters; mail merges; bulk mailings, mass email and text messages and other communications.
- Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, record and transcribe minutes.
- Make copies of correspondence or other printed materials. Prepare outgoing mail and correspondence, including e-mail and faxes. Order and maintain supplies, and arrange for equipment maintenance.
- Assist in maintaining area budget, manage purchase order requests and cash reimbursements for the unit.
- Assist with various special events, activities, assignments and projects as assigned.
- Maintain confidentiality in all matters related to the Vice President including organizational plans, student conduct and related matters, salary and benefits, and personnel matters.
- Respond to a variety of inquiries, concerns, complaints and requests from administration, board of trustees, employees, students and/or the general public.
- Work in support of the VP of Workforce Development & Continuing Education in matters and tasks related to the collective bargaining agreement, including preparing for collective bargaining discussions.
- Assist in the preparation and processing of performance reviews, evaluations, discipline actions, and other sensitive employee matters within the unit.
- Perform other job-related duties as assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience:
- Associate's degree (A. A.) plus two years of administrative or secretarial experience, OR
- High School Diploma plus four years of administrative or secretarial experience
- Proficiency in Microsoft Office Word, Excel, and Outlook software (computer skills test to be administered)
- Desktop publishing experience
- Experience working in a community college or educational setting
- Bilingual English/Spanish
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports and routine correspondence. Ability to effectively present information and respond to questions from administrators, board of trustees members, employees and/or students and the general public.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
To perform this job successfully, an individual should have excellent skills in the use of word processing software, spreadsheet software, and be able to use Internet software. In addition, the individual must be able to learn to use database software and the College ERP system (Ellucian Colleague).
Other Skills and Abilities:
Must be capable of working with limited supervision, assuming responsibility and initiative in interpreting College policies, procedures and bargaining agreements. Must work well under pressure be able to meet established deadlines, and possess outstanding organizational skills.
Must be able to establish and maintain positive working relationships with individuals at all levels of the College and the general public.
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to sit. The employee is frequently required to talk or hear. The employee is occasionally required to stand; use hands to finger, handle, or feel and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.