"Administrative Assistant Executive I"

Job Summary

Incumbents provide advanced and comprehensive administrative support for an assigned dean.

Essential Functions

• Collect, prepare, reconcile, review, verify, and/or maintain comprehensive information, data, documents, and records; ensures information accuracy and compliance with applicable standards, policies, and procedures
• Prepare and review budget requests; monitors budget spending, accounts, or bills; monitors fund availability; and provide status updates to departments
• Prepare, edit, proofread, review, print, process, maintain, and/or submit correspondence, reports, records, certificates, forms, letters, pay sheets, training schedules, contracts, payroll, and other general and financial documents; ensure information accuracy and compliance with applicable laws, standards, policies, and procedures; review documents for accuracy before giving to the Dean to sign
• Work may also include performing quantitative data analysis when necessary.
• Process, monitor, review, and/or reconcile invoices, accounts, check requests, invoices, purchase orders, reimbursements, deposits, receipts, and IT or other tickets or requests; contact personnel/departments/ agencies via phone or email to collect payment dues, or facilitate assigned operations
• Schedule and coordinate appointments, reservations, meetings, workshops, trainings, or other events/ activities; set up conference calls and zoom meetings; create presentations; maintain calendars; prepare meeting agendas; transcribe meeting minutes; set up rooms/lab facilities; maintains a parking lot list of those assigned to park in the reserved lots; and coordinate with program participants and other relevant individuals
• Plan and implement events, to include preparing promotional and other materials; managing enrollment processes; coordinating with event participants, vendors, media, and other parties; and performing other operations related to planning and organizing events/orientations/programs
• Maintain and update departmental systems or databases, update websites and social media accounts, maintains their accuracy, and provide technical support to include training end-users on system operation, and troubleshooting basic technical issues
• Perform customer service duties to include providing program/department information, referrals, or other services to students, staff, and other visitors, greeting and directing visitors, students, or staff to appropriate personnel/departments and answering telephones.
• Coordinate and collaborate with internal and/or external personnel, departments, and agencies, when necessary, to communicate information, serves as a liaison, provides assistance or information, represents the Dean, maintains effective working relations, and facilitates events and departmental operations
• Perform office management duties to include maintaining inventory, ordering supplies and sorting and distributing mail
• Performs other duties as assigned

Qualifications, Knowledge, Skills, Abilities and Physical Requirements

Minimum Qualifications:

• Associates degree
• One (1) year of experience in clerical/administrative support or related area

Preferred Qualifications:

• Bachelor's degree preferred

*Minimum Education Qualification can be substituted with an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.

Knowledge, Skills and Abilities:

• Knowledge of modern office procedures, methods, and equipment
• Knowledge of applicable Federal, State, and college laws, policies, standards, and regulations
• Knowledge of filing and recordkeeping practices
• Knowledge of computers and related software applications
• Knowledge of event planning and organization principles
• Knowledge of customer service principles
• Knowledge of filing principles and practices
• Knowledge of English language, grammar, and punctuation
• Knowledge of budget principles
• Skilled in using a computer and related software applications
• Skilled in utilizing modern office equipment
• Skilled in providing customer service
• Skilled in proofreading and editing documents
• Skilled in preparing reports and forms
• Skilled in typing correspondence, memos, and/or other related information
• Skilled in planning and organizing events
• Skilled in maintaining confidentiality
• Skilled in assembling and organizing data and information
• Skilled in monitoring a budget
• Skilled in utilizing communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, and others sufficient to exchange or convey information

Physical Requirements

Positions in this class typically require grasping, hearing, keyboarding, reaching, repetitive motion, standing, talking, visual acuity, and walking. Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Walking and standing are required only occasionally.

Supplemental Information

EEO Statement: Metropolitan Community College is an Equal Employment Opportunity employer that prohibits discrimination or harassment of any person based on race, color, religion, sex, sexual orientation, gender identity, age, birth, ancestry, national origin, or disability. EOE/M/F/Vets/Disabled

Accommodations: MCC is committed to the full inclusion of all qualified individuals. As part of this commitment, MCC will ensure that persons with disabilities are provided with reasonable accommodations in all aspects of employment, including the application process. To request an accommodation and/or a copy of the Americans with Disabilities Act applicant procedures, please contact the Office of Human Resources.