"Executive Associate II"

Job Details

Job Vacancy Announcement

Position Information

Position Title

Executive Associate II

Position Type

Staff

Department

Financial Services and Operations

FLSA

Non-Exempt

Union/Non Union

Non Union

Full Time or Part Time

Full Time

Grade

11

Salary Range

Hiring Salary Range

$51,851 - $57,036 / Annually

Job Description Summary

Responsible for managing and expediting the workflow for the Vice President and for the units within Financial Services and Operations (FSO). Performs highly diversified duties with direct responsibility for the effective operation of the administrative needs and organizational development of FSO.

Minimum Qualifications

EDUCATION AND EXPERIENCE

• One to two years of college credit (30 credit hours are equivalent to one year) or related certification.
• Three years of progressive responsible experience, including at least 2 years assisting an executive-level position or serving as an office manager or in a position which involved organizational development skills.
• Bachelor’s Preferred

Criteria

CRITERIA: The following criteria, which are not the sole criteria used in the final hiring decision, will be used to review the applications of those persons who meet the stated minimum qualifications and to select those qualified applicants who will be interviewed. Other information and observations made during the interview process may be considered in the selection process. A Resume/CV and cover letter are required with the application. Please ensure that your documents address the criteria listed below for this position.

ESSENTIAL DUTIES

• Prioritizes work, ensures timely completion of tasks and is responsible for the day-to-day operation of the vice president’s office.
• Coordinates and monitors work within FSO for timely submittal of reports and the attainment of other critical project deadlines.
• Provides administrative support to the vice president and other units within FSO to include drafting, writing, and/or coordinating logistical follow-up on matters delegated to staff.
• Serves in administrative role by maintaining liaison with FSO staff to disseminate information pertaining to college-wide policies, procedures, technology, and concerns.
• Assists in the preparation of reports to the president and the Board of Trustees.
• Coordinates the annual evaluation process in FSO for administrators, full-time staff and part-time staff.
• Maintains office procedures manual.
• Schedules, organizes and leads appropriate organizational/professional development activities and recommends methods to enhance the overall management in the area.
• Maintains and is responsible for office calendar, and scheduling meetings.
• Schedules and coordinates FSO-wide meetings, including preparation and dissemination of pertinent material, transcribing meeting minutes, and handouts.
• Schedules and coordinates non-routine meetings on and off campus with various individuals, committees and constituency groups.
• Coordinates and collaborates with the other administrative assistants of the Senior Team to ensure adequate support.
• Prepares Accounting and Procurement documents; Enters pertinent information into the Colleague Financials system in the form of requisition to process invoices, order supplies, renew periodicals, schedule local or out of state travel, etc.
• Attends college wide meetings, forums and other events on behalf of the department as required.
• Supervises office student employees as needed
• Identifies and implements critical customer service standards in support of the college’s vision, mission, and strategic plan.
• Receives and sorts incoming information and mail to the Vice President, FSO and disseminates it in a timely fashion. Processes outgoing communication in the form of emails, letters, voice messages or other forms of communication
• Coordinates division meetings and works on other special projects as directed by the vice president.
• Ensures proper operation, ongoing maintenance, and timely repair of office equipment, including troubleshooting and coordinating necessary repairs with service providers, as well as managing related inventories and ensuring minimal downtime for all equipment.
• Performs other related duties as assigned by the vice president.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of modern office practices, procedures and equipment
• Demonstrates advanced knowledge of current technology in personal computer applications/software including a variety of Content Management Systems (e.g. SharePoint), Student Information Systems (e.g. Colleague), as well as, Microsoft Office applications (Word, Excel, PowerPoint, Access, and Outlook).
• Ability to lead organizational development activities.
• Ability to supervise employees
• Excellent written and verbal communication, with the ability to interact with executives, faculty, students, and clients
• Ability to work independently and manage multiple tasks simultaneously.
• Ability to handle sensitive or confidential information

Job Requirements

PHYSICAL REQUIREMENTS

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to a, personal computer, calculator, copier, and fax machine. No significant climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, and repetitive motions.

OTHER REQUIREMENTS

• Ability to communicate effectively in spoken and written standard English.
• As required by the 1986 Immigration Act, be prepared to present acceptable documentation showing your identity and that you are a U.S. citizen or an alien who is authorized to work.
• A background investigation will be conducted prior to the offer of employment. A signed authorization for the release of personal information will be required if selected for an interview.