Assistant, Administrative, Executive, Operations and Facilities

Description

The executive administrative assistant provides administrative support of a highly complex and confidential nature to the Vice President, Operations and Facilities. This person works under limited supervision and must exercise initiative and independent judgment in setting priorities and carrying out all assignments. This individual must be able to work effectively with individuals at all levels within the college and also serve as liaison with a wide variety of groups outside the college : students, parents, business and community leaders, board members, elected officials, college presidents and system leadership. These contacts require tact, discretion, diplomacy, and maturity. Excellent public relations skills are a must and projection of a positive image for GTCC is required at all times. A sense of cooperation, cohesiveness, and teamwork needs to be fostered to allow the Office of Vice President, Operations and Facilities to operate effectively on a day-to-day basis.

Min Salary

$43,682.78

Max Salary

$58,971.74

Duties / Functions

• Serve as the primary support personnel to the executive.
• Coordinate the executive’s schedule including internal and external obligations, including coordination and prioritization of the executive’s daily appointments and business obligations.
• Arrange meetings and conferences : help prepare agendas, record minutes, handle communications, travel arrangements, and the processing of related functions and documents.
• Call processing : The person in this position should be able to successfully resolve incoming inquiries or refer incoming calls to the respective employee or department while ensuring that appropriate calls are referred to the Vice President, Operations and Facilities.
• Monitor deadlines, status of documentation, scheduled activities, or other issues requiring timely action / response and ensures follow through. Tracks progress of projects and utilizes effective workflow systems to increase efficiency and effectiveness.
• Research and source information to assist Vice President, Operations and Facilities with specific projects.
• Provide administrative support to the Vice President, Operations and Facilities relative to internal and external committee appointments. Duties include scheduling meetings, preparing agendas, documenting minutes, and preparing exhibits.
• Coordinate college meetings, receptions, and events in support of Vice President, Operations and Facilities initiatives.
• Assist in the hiring processes for Operations and Facilities Division by coordinating interview meetings / documents.
• Prepare new hire and separation documents, as well as prepare payroll and manage leave requests for Operations and Facilities staff.
• Conserve executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• File and retrieve documents and reference materials.
• Support, and be a resource for, regional accreditation processes and correspondence.
• Provide exemplary customer service in person, over the phone and via email. Treat customers with courtesy and respect, showing concern for their needs, and investigate and resolve concerns promptly.
• Help interpret, and be a resource for, policy for students, parents, and faculty / staff.
• Maintain confidentiality of information.
• Maintain budget records : recommend expenditure requests, monitor expenditures to ensure compliance with approved budget, recommend and process budget transfers. Assist in developing draft budget proposals as necessary.
• Perform purchasing functions : research availability and pricing, assist in developing bid proposals, complete requisitions / contracts and process invoices for approval.
• Design, prepare, and proof read reports and / or presentation materials for the Vice President, Operations and Facilities.
• Help coordinate planning unit activities and timely completion of planning process / documents.
• Ensure all documents that require a signature are promptly signed and returned to appropriate recipients.
• Provide training and mentoring to administrative assistants as needed.
• Develop forms for college wide use.
• Serve on college committees and focus groups.
• Demonstrate and model the college’s employability skills : adaptability, communication, information processing, problem solving, responsibility and teamwork.
• Perform all other duties as assigned.

Difficult Challenges

Contacts

Education Required

Education Preferred

Experience Required

Thorough knowledge of office practices, procedures and equipment to include, basic accounting practices to track budget and expenditures

Experience Preferred

KSA Required

KSA Preferred

Department / Job Specific Requirements

The following (compliance) training is required and must be completed within the first 30 days of hire with annual refresher training thereafter :

Physical Demands

Physical requirements of role consistent with administrative assistant duties, primarily sitting or standing at desk, filing and going to meetings throughout GTCC .