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Summary of Purpose

Serves as an assistant for a College officer or other College administrator. Performs executive secretarial duties and administrative support tasks that will enhance the leadership effectiveness of the supervisor, manages office operations, and prepares confidential documents and reports. Incumbent has unique responsibilities depending on the department or area of assignment. This position is expected to work in a multi-cultural diverse working environment.

Typical Duties

This description is intended to indicate the types of duties and responsibilities requested of the employee assigned this title. It is not intended to be an exhaustive list of all the duties and responsibilities that may be required:

1. Contacts appropriate College administrative and professional staff as well as educational, community and professional resources on supervisor’s behalf to collect data and prepare specific reports; utilizes spreadsheet, word processing, and appropriate technology and software to format results.
2. Assists the College administrator with daily and unique issues with a high degree of accuracy, efficiency, confidentiality, and professionalism.
3. Demonstrates initiative when providing assistance to the College administrator.
4. Schedules, attends, and take minutes at campus and/or college meetings or hearings as needed; prepares and distributes documents, reports, and minutes as appropriate; maintains and tracks the supervisor’s appointments for review and follow-up.
5. Answers and screens telephone calls; promotes customer confidence and operations by assisting in resolving questions or issues raised, referring inquiries to appropriate areas within the college.
6. Provides oversight and coordination of administrator’s schedule including meetings and other arrangements; receives and routes correspondence to appropriate entities for further action.
7. Coordinates or assists with special events, dept-wide meetings or projects when requested.
8. Supervises work of federal work study or student assistants and staff including training, assigning duties, and monitoring performance as directed.
9. Assist with maintaining office supply inventory for department use; utilizes college wide computer system to enter purchase order requisitions according to established College purchasing procedures.
10. Prepares, edits, and finalizes written materials such as letters, memos, correspondence, forms, contracts, and reports with direction from assigned administrator.
11. Creates and maintains various college and campus lists (e.g. Outlook distributions, organizational charts, emergency lists, etc.).
12. Assists with department financial operations management and implementation, including, but not limited to:
a. Streamlining incoming electronic invoices/mail
b. Resolving issues with vendors and reviewing statements
c. Overseeing dashboard of activity in Softdocs
d. Assisting department with FOIA requests/data gathering
e. Scan all department paperwork utilizing Softdocs
f. Coordinate pickup/drop-offs of financial operations paperwork
13. Performs other related duties, as assigned.
14. Ability to work additional hours, as needed.

Knowledge and Skills Required

• Knowledge of Microsoft Office and Excel
• Knowledge of College budget and accounts payable/receivable procedures
• Ability to compile and prepare data and information
• Ability to manage multiple priorities, including special projects
• Ability to maintain confidentiality, professionalism, and use sound judgment on disclosure of confidential or sensitive issues

Minimum Education and Experience

EDUCATION: Associate degree or higher required. Bachelors degree in business or related degree preferred.

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EXPERIENCE: Three to five years’ experience in an administrative or department support position.