Job Description

Position Summary

The Division of Instruction is recruiting for a full time Executive Administrative Assistant. This position is responsible for ensuring the effective and efficient operation of the Office of Instruction with minimal supervision. Handle confidential information and correspondence with all levels of institutional staff, students, and outside agencies.

This position is benefits eligible. For more information on Victoria College's excellent benefits package, click the benefits tab.

About Our Institution

Victoria College (VC) is a vital public community college located in Victoria, Texas and has been a respected community partner in the Crossroads region since 1925 and continues to offer quality, affordable educational opportunities to help our students achieve their dreams. VC offers a variety of high-quality associate's degrees and transfer programs, preparing students for success in their chosen fields. The college fosters a close-knit community, serving approximately 7,100 students across diverse backgrounds and learning styles, including full-time, part-time, online, veterans, and adult learners. VC features five academic divisions:

• Academic Support & Student Success
• Allied Health
• Arts, Humanities, & Social Sciences
• Career & Technical Education
• College Access and Community Partnerships
• Science, Mathematics, Engineering, & Physical Education

Additionally, VC offers various programs through the Academy of Lifelong Learning, catering to the educational needs of the community.

Living in the Area

Victoria, a charming city with a population of around 67,000, provides a welcoming and affordable environment. Residents enjoy a variety of benefits, including diverse culinary experiences, a rich cultural scene with museums and art galleries, and ample opportunities for outdoor recreation. Victoria boasts over 50 parks and green spaces, including Riverside Park and Spring Creek Greenway, offering scenic walking and biking trails. The city is well-connected with regional transportation networks, including Victoria Regional Airport and multiple bus services. Victoria's cost of living is significantly lower than the national average, making it an attractive option for students and families alike.

Duties & Responsibilities

The following among others:

1. Manage operation of the Office of Instruction;
2. Handle both routine and confidential internal and external communication;
3. Prepare items for Board of Trustees meetings (tenure recommendation letters, fee changes, etc.);
4. Conduct research on all student complaints and appeals that come to the Office of Instruction;
5. Supervise and evaluate student assistant, as needed;
6. Oversee faculty and staff electronic files to ensure compliance with Southern Association of Colleges and Schools Commission on Colleges;
7. Manage all aspects of student evaluations of faculty;
8. Ensure that Faculty Profiles are updated annually;
9. Assist with annual budget process for the Office of Instruction;
10. Prepare THECB CBM008 and CBM004 Report with Registrars office;
11. Update Annual Out-of-District Report for the South Texas Higher Education Council;
12. Coordinate annual fall and spring convocation with committee;
13. Help coordinate commencement planning;
14. Organize and schedule on- and off-campus meetings for the Office of Instruction;
15. Organize group travel arrangements and registrations for conferences and workshops as appropriate;
16. Maintain minutes of Instructional Council meetings;
17. Maintain electronic course catalog in Banner;
18. Provide support for schedule input in Banner;
19. Provide training and annual refreshers to Instructional support staff in Banner, FLAC, and other programs and processes needed in Instruction.
20. Oversee FLAC process;
21. Maintain Faculty page in portal;
22. Manage full-time faculty and professor emeriti listservs;
23. Maintain faculty tenure status list;
24. This position will access student records at times and will follow all FERPA guidelines;
25. Perform all other duties as assigned by the Executive Vice President-Chief Academic Officer.

Qualifications

• Associates degree or equivalent work experience in lieu of degree, plus a minimum of five years executive administrative assistant experience;
• Bachelors degree preferred.
• Must have strong public relations skills, independent judgment, and ability to handle multiple tasks;
• Excellent communication skills (both verbal and written)
• Strong budgetary management skills;
• Must be able to demonstrate expertise with Microsoft Office Suites (Word, PowerPoint, Excel, Access, and Outlook);
• Proficiency in composing correspondence and other documents;
• Excellent organizational and workflow management skills;
• Ability to handle confidential information with discretion and independent judgment;
• Ability to accurately interpret and apply policies, procedures, and reports.

PREFERRED QUALIFICATIONS

• Experience with comprehensive computer information system such as BANNER, Datatec, PeopleSoft, etc.
• Typing speed of 60 words per minute.

Physical Demands

While performing the duties of this job, the employee is regularly required to use hands and fingers to handle controls, key pads, etc. Will be required to sit and reach with hands and arms as well as, sit, stand and walk. The employee must frequently lift and/or move up to 15 pounds while loading office supplies and paper. Specific vision abilities required include close vision, some color vision, and the ability to adjust focus from documents to computer screen. Hearing of light to moderate sound is required by this job. The noise level in the work environment is usually moderate.

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