Administrative Assistant

JOB TITLE: Executive Administrative Assistant – Finance & Administration

LEVEL: 107 FLSA: Non-Exempt

DEPARTMENT: Finance & Administration

East Central College has an opening for a full-time Executive Administrative Assistant for Finance & Administration. This position is responsible for providing varied and advanced administrative support to the Vice President of Finance and Administration, managing the day-to-day activities of the office and serving as a key point of coordination across active divisional projects and initiatives. This position also provides administrative support to the Facilities & Grounds function.

The role requires a considerable degree of independence and discretion, and the exercise of sound judgment in the performance of assigned duties.

MINIMUM QUALIFICATIONS: (A comparable amount of training, education or experience may be substituted for the minimum qualifications.)

• Completion of an Associate Degree and 3-5 years related experience

ESSENTIAL TASKS: (Employee must be able to perform the following essential functions to the satisfaction of the employee’s supervisor.)

• Manage the day-to-day activities of the office, maintaining files, telephone and mailing lists, and necessary office supplies, and monitoring office expenditures to assure purchases are within budget.
• Coordinate cross-functional communication and track deliverables on behalf of the Vice President across active divisional projects and initiatives, serving as a primary point of contact between the Vice President's office and project stakeholders.
• Plan, organize, and attend to administrative detail on special assignments and projects assigned which includes creating & maintaining special databases, gathering data, compiling statistics which may include making appropriate calculations, preparing reports, graphs & charts.
• Proficient in Microsoft 365 and Google Workspace platforms, including advanced Excel and Google Sheets skills for data analysis, reporting, pivot tables, complex formulas, as well as the creation and delivery of professional presentations using PowerPoint and Google Slides.
• Keep the Vice President’s calendar current with various appointments and meetings, reserving conference rooms and making other necessary arrangements, organizing materials, and sending out meeting notices.
• Prepare minutes, formal reports, and other documents for internal and external groups and organizations in which the Vice President is involved.
• Maintain confidentiality in all matters related to the Vice President, division and college including organizational plans and personnel matters.
• Evaluate all incoming correspondence, determining which matters require the Vice President’s attention, marking important sections, drafting replies, gathering appropriate background material, acknowledging correspondence in the absence of the Vice President.
• Perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards in a safe manner and with minimal supervision.

• Track divisional budget expenditures and labor costs against approved levels; prepare regular budget status reports for the Vice President and flag variances or items requiring attention.
• Assist in the preparation of budget documentation and supporting materials during the annual budget cycle.

• Responsible for maintaining and tracking work orders, reporting, and communicating requests.
• Facilitate paperwork in and out of the office, tracking, and coordinating with other units and agencies with new campus projects and remodeling campus projects.

Benefits: ECC offers a comprehensive benefits package which includes medical, dental, vision and life insurance with no premium cost to the employee for employee only coverage. Missouri Public School Retirement System benefits, generous paid leave, ECC tuition waiver for self and immediate family and tuition reimbursement benefits for employee.

Salary range: $23.66 – $32.00 per hour. While the full salary range is provided for growth potential, most new hires are initially placed within the lower portion of the range based on experience and institutional compensation guidelines. Position is level 107.

East Central College is an Equal Opportunity Employer.

East Central College does not discriminate on the basis of race, color, religion, national origin, ancestry, gender, sexual orientation, age, disability, genetic information or veteran status. Auxiliary aids and services are available upon request to individuals with disabilities.