Administrative Assistant,Vice President of Fiber Innovation and Facilities Development Job Belmont area,North Carolina USA

SUMMARY

Open Until Filled

Provide high-level administrative and organizational support for the Kimbrell Campus, Textile Technology Center and the Fiber Innovation Center. Conduct requested research, prepare reports, and handle information requests. Perform a variety of high-level administrative/secretarial functions such as preparing correspondence, scheduling and coordinating meetings and travel, documenting meetings and events, and recordkeeping. Position requires sound judgment, confidentiality, independent action, and a high level of professionalism.

DUTIES

AND RESPONSIBILITIES

Perform a variety of daily administrative duties including processing, reviewing, sorting, and distributing mail, correspondence, faxes, and email, answer and process telephone calls and voice mail messages. Prepare and/or compose memorandums, letters, and forms, maintain manual and electronic calendars, schedule and plan meetings, and assist with meeting agendas and recording/transcribing meeting minutes. Prepare UPS, Federal Express, and other outgoing shipments and mailings.

Financial Administration & Processing:
Review and accurately input financial data into Ellucian and Quick Books. Create and process invoices (i.e., billing), receive and process payments, make financial deposits, and create and distribute financial reports on a monthly or as requested basis.
Accounts Receivable:
Accurately maintain accounts receivables on a daily basis including processing checks, credit card, and wire transfer deposits. Input invoice data into Ellucian and print and distribute monthly statements. Keep an accurate record of past-due accounts and ensures receipt of payment for services offered or goods sold. May follow-up with customers and send bill reminders and statements to clients.
Project Management Support:
Collaborate with staff to provide administrative support for various projects including duties such as creating and maintaining customer portals, project tracking reports, and facilitating regular contact and follow-up with customers.
Administratively assist in the management of key projects such as new construction which may entail scheduling and preparing for meetings, document preparation and distribution, and administering new education programs associated with the new Fiber Innovation Center.

Plan, coordinate, and/or assist with activities related to special projects and assignments including research, compiling data, preparing reports, and assistance with preparing information for presentations and related responsibilities, including coordination of the Advisory Board and the NCCATT Foundation Board of Directors.

Serve as recording secretary for the Advisory Board and the NCCATT Foundation Board of Directors. Create, coordinate, and maintain records for the Boards. Prepare information for the meetings, including assisting with agendas, scheduling, document management, and compiling and transcribing minutes.

Make and coordinate travel, accommodations, and related arrangements as needed. Prepare and process all related forms for reimbursement, etc.

Remain current and proficient with office technology and software.

Maintain inventory of office equipment and supplies and arrange for the repair and maintenance of office equipment. Generate purchase orders using the E-Procurement System to purchase equipment and supplies.

Responsible for all room scheduling for curriculum, continuing education for the Kimbrell Campus, State agencies, textile companies, and other related public or College scheduling needs.

Act as receptionist for the Kimbrell Campus and Textile Technology Center. Coordinate coverage for the front desk/reception area; receive incoming telephone calls and direct incoming customers/vendors. Prepare UPS, Federal Express, and other outgoing shipments and mailings.

Take initiative in the Leaderships absence as appropriate and needed within the Kimbrell Campus.

Serve as liaison for full-time and part-time instructors, as well as for outside County and State agencies for any assistance needed.

Serve as a liaison for the Campus Police Department. Distribute keys and key codes for faculty and staff members at the Kimbrell Campus.

Participate as a member of the Social Committee and other committees as requested.

Serve as backup for the Evening Administrative Assistant/Receptionist/Cashier-Business Office, and for invoicing for the Textile Technology Center.

Maintain a high standard of professionalism in representing the College, including confidentiality in all aspects of the position’s responsibilities and adherence to policies and procedures, and other established guidelines. Adhere to professional accountability and accept responsibility for managing situations and problems. Work cooperatively with team members and colleagues, contribute positively and constructively to the achievement of team and College objectives, and provide high level of service to customers by establishing and maintaining effective working relationships and…


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Job Posting Language

Administrative Assistant, Vice President of Fiber Innovation and Facilities Development