"Executive Assistant to Vice President, Administrative Services"

Executive Assistant to Vice President, Administrative Services

Company: Aims Community College

Job Location: Greeley, 80632

Category: Executive Assistants

Type: Full-Time

Job Type: Full time

Job Number: R1714

Location: Greeley, CO

Minimum Hiring Annual Salary: $52,612.00

Maximum Hiring Annual Salary: $56,821.00

To attain the maximum annual salary, employee must meet all minimum qualifications plus: 5 (five) years of additional applicable work experience and/or degrees higher than minimum qualification degree. Degrees higher than the minimum qualification degree can be used in combination with additional work experience. A combination of related education, on-the-job work experience, certifications and/or licenses that results in a candidate successfully meeting the minimum qualifications of the position, may be considered. The stated salary amounts are not guaranteed in the event employment ends with Aims during any fiscal year.

Included with Aims Full-time Employment is a generous package of Benefits, most are listed below:

• Benefits are effective immediately
• 100% employer provided medical & dental coverage employees (employee only option)
• 85% employer provided medical & dental coverage for employee's spouse and/or family
• Voluntary vision insurance
• Staff Annual Leave (minimum accrual of 15 days) & Sick (minimum accrual of 12 days)
• 17 paid holidays and 3 personal days each year
• Summer schedule: 4-day work week - Fridays Off
• Employer paid long-term disability and life insurance premiums
• Tuition waiver & reimbursement for employees
• Tuition waiver for dependents
• PERA employer (see www.copera.org for comprehensive benefits)
• Additional supplemental benefits & retirement programs available
• Access to the PERC (Aims gym) for employee & one guest
• Free parking on all campuses

Job Description:

Aims Community College actively supports an environment that embraces the College's Mission, Vision, Values and a culture of innovation and care. The College embraces and seeks to hire individuals who want to be a part of this environment and have the skill sets necessary to be successful in this position.

This position provides high-level administrative support and assists with directing the operational, financial, personnel & planning functions of Administrative Services under limited supervision.

Problem Solving/Advising:

• Research and advise all College personnel on administrative and financial policies, procedures, and processes.
• Provide recommendations and directives to resolve problems using critical thinking, interpersonal and problem-solving skills.
• Provide input and recommendations to VPAS on operational issues related to the Administrative Services Division.
• Identify, analyze and recommend changes/updates to policies, procedures and forms for effective business processes.
• Provide Administrative Services employees customer service guidance.
• Research & resolve problems before they escalate and need to be taken to VPAS.
• Participate in VPAS's senior leadership team meetings to record notes, offer advice and provide input on issues discussed.

Budget/Financial Responsibilities:

• Budget determination for VPAS cost centers, identifying trends, and new/increasing expenses. Monitor budget-to-actual reports for regulation and planning purposes.
• Maintain the software licenses for the Administrative Services division; including payment of invoices and tracking of renewals.
• Coordinate the Mill Levy Certification submission process with the applicable counties.

Office Management:

• Along with the Assistant Vice President's Staff Executive, coordinate all contract processing including reviewing and uploading of contracts into electronic approval system, obtaining signatures from internal and external entities, distribution of executed contracts, and filing and archiving.
• Coordinate the implementation of and updates to the College's electronic contract approval and signature processes.
• Perform and/or coordinate general office duties such as paperwork processing, mail, receptionist duties, electronic and hard copy filing.
• Provide administrative support for the Grants function. Support may include assisting in maintaining schedules of grant reporting due dates and assisting with report preparation and submission.
• Be the point of contact for contracted services for the VPAS office, including external grant writing as needed.
• Provide advice, guidance, and problem resolution on a routine basis to employees as it relates to Financial Services, using sound judgement, leadership skills, knowledge of College policies, procedures and precedents.
• Review Policies and Procedures and make recommendations by identifying trends and promoting process improvement.
• Facilitate the policy/procedure reformation process for applicable Administrative Services documents.
• Serve as the VPAS Office liaison with legal counsel; draft needed correspondence, schedule/attend meetings, and track requested legal work.
• Organization and documentation for the Faculty Consultation process.
• Process payment documents, including supplier invoice requests, requisitions, receipts, spend authorizations, expense reports, and expense transfers; adhering to College policies and procedures.
• Assist/advise on the review of payment-related documents for the VPAS, including official function requests, individual membership requests, international travel requests, and requisitions.
• Verify, update and submit audit and other required reports to external State and Federal agencies.
• Oversee the gathering and submission of Administrative Services items for the monthly Board of Trustees meetings.
• Provide day-to-day administrative assistance to the Vice President of Administrative Services, including schedule management, document filing, correspondence follow-up, and report/presentation development.
• Prepare reports and presentations for the VPAS using advanced Microsoft Word, Excel, and PowerPoint.
• Organize and respond to Fiscal Impact inquiries from the Colorado Department of Higher Education.
• Process all College business and music licenses.
• Update and edit the Administrative Services web pages and resource documents on MyAims, as needed.
• Maintain the Google central time off and conference room calendars for Financial Services.
• Assist with the on-boarding of new employees to Administrative Services.
• Help plan, organize, and implement division and department-wide events, including retreats, strategic planning events, and Convocation/Conversation Day activities.
• Office-wide file system management (hard files and electronic systems) - general VPAS files, including confidential personnel files.
• Determine the need and schedule/coordinate meetings and trainings.

Other Duties as Assigned

Minimum Qualifications:

• Associates Degree in related field; plus five (5) years of related progressively responsible office management experience or an equivalent combination of education and/or work experience.
• Intermediate Microsoft Office (word/excel) experience.
• Customer service experience.

Required Documents:

• Cover Letter
• Resume

Preferred Qualifications:

• Bachelor's Degree in Business, Business Administration, Business Management, Finance, Accounting, or other related fields.
• Experience with Higher Education.
• Experience with Workday Finance