"Administrative Assistant - Vice Chancellor Business and Finance and Assistant Vice Chancellor Facilities, Planning and Construction"

Objective

Provide support for the Office of Business and Finance in particular the Vice Chancellor and to the Assistant Vice Chancellor for Facilities, Planning and Construction, including, but not limited to: performance of advanced administrative assistant tasks, maintain calendar, organize and coordinate conferences and meetings, receptionist duties, etc.

Required Quals Summary

• Associate degree or Two or more years of college in Communication, Leadership, Business Administration, Office Administration
• Some experience working in an office setting through student work, work study, volunteer work, or employment in a similar type of environment.
• Current driver's license.
• Ability to travel between all campuses, as needed.
• Competencies in MS WORD, EXCEL, and Outlook

Principal Accountabilities

Vice Chancellor Business and Finance

• Work collaboratively and professionally with and across all college service units, as needed, to assist the VC in promoting a positive and responsive communication.
• Communicate effectively and positively with external partners who contact the office of Business and Finance, to assist the VC in ensuring responsive and timely communication.
• Receive and screen incoming visitors and calls by providing information and answering questions/requests from faculty, staff, and students; directing each to appropriate resources, as needed.
• Plan and coordinate professional meetings and conferences by organizing events and setting up travel arrangements for the VC.
• Develops and prepares agendas for various departmental meetings: coordinates and attends meetings as appropriate; prepares and distributes minutes to appropriate personnel.
• Tracks and reconciles all budget accounts for the vice chancellor
• Provide mentoring and training for other staff by arranging and scheduling employee training and or organizing training materials, including student workers.
• Read and screen incoming reports, correspondence, communications; thus making preliminary assessments as to items needed by VC for decision making.
• Prepare sensitive and confidential documents by researching, compiling, and assimilating items for review by the VC.
• Coordinate the calendars, as requested, of the VC by entering events, checking availability, and sending calendar invites.
• Assist other college district departments by providing information to contribute to the resolution of student, faculty, or staff issues, as directed by VC.
• Monitor inventory and purchasing by checking budget categories and preparing purchase requisitions as needed.
• Maintain and track daily office processes by establishing effective office procedures and processes. Make recommendations, as needed, for improvements.
• Resolve equipment repair and issues by submitting appropriate requests and providing follow-up to ensure that solutions are satisfactory.
• Ensure that printers, copiers, and other office equipment is "user ready" by stocking and replenishing paper, print cartridges, etc. as needed.
• Monitor office operating practices and procedures by reviewing operating practices and procedures and make recommendations to the VC on improvements in areas such as workflow, reporting procedures, or expenditures, and report findings to the VC.
• Assists program areas by constructing database managing resources, setting up ad-hoc committees and advisory board meetings as requested by the VC.
• Maintain confidentiality in sensitive matters.
• Arrange travel
• Other duties as assigned.

Assistant Vice Chancellor Facilities, Planning and Construction

• Assist in the preparation of Agenda Items
• Assist in the preparation of Monthly Reports
• Assist in the generation of bid tabulations
• Assist in the preparation and tracking the legal review of contracts, leases, and agreements
• Assist in the process of purchase requests, purchase orders, and invoice approvals.
• Assist in monitoring and ordering office supplies.
• Assist in the monitoring of annual reporting calendar
• Assist in coordinating meetings
• Assist with archival file organization
• Performs other duties as assigned.

Minimum Qualifications

• Associate degree or Two or more years of college in Communication, Leadership, Business Administration, Office Administration
• Some experience working in an office setting through student work, work study, volunteer work, or employment in a similar type of environment.
• Current driver's license.
• Ability to travel between all campuses, as needed.
• Competencies in MS WORD, EXCEL, and Outlook

Minimum Competencies

• Effectively communicate with supervisors, peers, and subordinates by telephone, in written format (letters/memos/emails), and in person.
• Perform administrative activities as detailed in the principal accountabilities with a high degree of accuracy and attention to detail.
• Interact with computers and essential software to create documents, spreadsheets, databases, PowerPoint presentations, etc. at a mastery level.
• Observe, receive, process, and otherwise collect information from all relevant sources - and to disseminate in an organized and effective manner.
• Establish and maintain effective and constructive interpersonal relationships with both internal and external stakeholders.
• Organize, plan, and prioritize multiple work projects - by setting goals and timelines - with limited supervision and with a high degree of accuracy.
• Analyze information and evaluate results to choose the best solution and effectively solve problems within the scope of this job description and principal accountabilities.
• Think creatively - and thus develop, design, or create new applications, ideas, relationships, systems, or resources - thereby improving the efficiency and effectiveness of the Business Services area.
• Keep up-to-date on both essential and advanced technical skills - and to apply new knowledge to job tasks.
• Meet all deadlines in an effective and efficient manner.

Preferred Qualifications

• Bachelor or Master degree preferably in Business, Business Administration, Communication, or Leadership
• Experience with Banner software.

Preferred Competencies

• Microsoft certifications in related software areas.

Physical and Mental Requirements

Moderate lifting, 15 to 44 lbs., Light lifting, under 15 lbs., Moderate carrying, 15 to 44 lbs., Light carrying, under 15 lbs., 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)