Administrative Assistant - Executive Dean Brenham Campus, Alumni and Friends Association

Company: Blinn College

Job Location: Brenham, Texas

Category: Executive Assistants

Type: Full-Time

Requisition Number: 2025038P

Salary Range: $33,280yr + experience

DBM Rating: B21

Job Category: Professional/Staff

Anticipated Start Date: 07/15/2025

Campus: Brenham

FLSA: Non-Exempt

Security Sensitive?: Yes

Work Hours: M - F 8:00 am - 5:00 pm

Objective

To provide a variety of efficient services to the Executive Dean -Brenham Campus and the Alumni and Friends Association

Required Quals Summary

High School Diploma or Associates Degree.

3-5 years administrative support experience.

Practical and working knowledge of Word, Excel, Outlook;

Excellent verbal and written communication skills;

Maintain confidentiality

Special Notes To Applicants

This is an internal only posting. Must be a current Blinn College employee.

This is a 12 month, benefits eligible position. Blinn College pays 100% of health insurance for full time employees, 50% for dependents, and two times your annual salary in life insurance benefits. Optional coverage's can begin on your first active duty date. If you would like to review insurance benefits in advance, you can access the New Employee Benefits Guide online, http://www.ers.state.tx.us/New-Employee/Insurance/. Leave time includes 96 hours vacation, 40 hours discretionary and 16 hours personal each year and 8 hours sick each month. Paid leave for college designated holiday's, spring break, thanksgiving and Christmas break (approx. 25 days per year)

Principal Accountabilities

• Receive and screen incoming visitors and calls - by providing information and answering questions/requests from visitors, faculty, staff, and students - directing each to appropriate resources, as needed.
• Assist with planning, coordinating and setup of professional meetings, conferences, luncheons, departmental events - by organizing events, preparing RSVPs, seating charts, setting up travel arrangements, etc.
• Maintain current and accurate database management of assigned software systems. Enters donations into software. Maintain accurate donor records and files. Update check ledger with donations, date and thank you letter. Update donor spreadsheet. Reconcile spreadsheet to Banner. Update pledge spreadsheet.
• Prepare Deposits in a timely manner. Prepare journal entry of deposits (making sure all Fund codes are correct). Prepare journal entries. Reconcile monthly reports and bank statements.
• Update endowed scholarship spreadsheet with new scholarships and donor address changes. Process letters to donors and thank you letters from students. Look up information to answer any donor questions. Answer student questions on how to apply for scholarships. Process end-of-year information letters to donors regarding their scholarship value and amount of scholarship funded. Prepare for end of year audit.
• Monitor budget, inventory and purchasing - by checking budget categories and preparing purchase requisitions, expense forms, budget transfers, reports, and supplies
• Develop spreadsheets of each semester for conference room reservations, scheduling and room utilization reports
• Coordinate the calendars, as requested, of the Executive Dean -by entering events, checking availability, and sending calendar invites.
• Ensure that printers, copiers, and other office equipment is "user ready" - by stocking and replenishing paper, print cartridges, etc. as needed. Coordinate and maintain supplies for office, beverages, catering, and coffee for office.
• Maintain and track office workflow - by establishing effective office procedures and processes.
• Attend, take minutes, and distribute for review. Prepare foundation board meeting packets.
• Establish and maintain strong working relationship with internal and external partners.
• Effectively communicate and monitor incoming and outgoing emails.
• Monitor office operating practices and procedures - by reviewing operating practices and procedures and determining whether improvements can be made in areas such as workflow, reporting procedures, or expenditures - and report findings to the Executive Dean.
• Performs other duties as assigned.

Minimum Qualifications

1. High school diploma or GED.
2. Three to five years of progressive administrative support experience in an office environment performing similar essential duties.
3. Current driver's license.
4. Proficient in Microsoft Office Suite.
5. Experience in accounting with journal entry experience.

Minimum Competencies

The ability to:

1. Effectively communicate with supervisors, peers, and subordinates - by telephone, in written format (letters/memos/emails), and in person.
2. Perform administrative activities as detailed in the principal accountabilities with a high degree of accuracy and attention to detail.
3. Interact with computers and essential software to create documents, spreadsheets, databases, PowerPoint presentations, etc. at a mastery level.
4. Observe, receive, process, and otherwise collect information from all relevant sources - and to disseminate in an organized and effective manner.
5. Establish and maintain effective and constructive interpersonal relationships with both internal and external stakeholders.
6. Organize, plan, and prioritize multiple work projects - by setting goals and timelines - with limited supervision and with a high degree of accuracy.
7. Think creatively - and thus develop, design, or create new applications, ideas, relationships, systems, or resources - thereby improving the efficiency and effectiveness of the Academic Affairs area.
8. Keep up-to-date on both essential and advanced technical skills - and to apply new knowledge to job tasks.
9. Meet all deadlines in an effective and efficient manner.
10. Ability to assist internal and external partners in a friendly manner.
11. Able to copy and file documents as necessary.
12. Knowledge of campus schedules, classrooms, labs, faculty and staff, strong organizational skills.
13. Strong written and verbal communication skills.
14. Friendly customer service

Preferred Qualifications

1. Associate or Bachelor's degree.
2. Eight years of experience in an office environment performing similar essential duties.
3. Experience with MyBlinn, Banner, Insite, and Discover software.

Preferred Competencies

1. Knowledge of purchase requisitions, Blinn College's website, and ability to complete travel requests.
2. Microsoft certifications in related software areas.

Physical and Mental Requirements

Light lifting, under 15 lbs., Light carrying, under 15 lbs., Walking, Standing, Sitting, Operating office equipment, Seeing, Identifying colors, Depth perception, Hearing (with aid), Hearing (without aid), Writing, Counting, Reading, Telling time

Environmental Requirements

Travel by car (enter percentage of time in below field), Working closely with other, Working alone

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