Executive Assistant II

Executive Assistant II

Overview:

The Executive Assistant II provides administrative and operational support to the Business Technologies Division, one of four academic divisions at Cincinnati State Technical & Community College. This role supports the Dean and collaborates with other administrative staff to ensure efficient operations and high level of customer service to students, faculty and visitors.

This is a fast-paced environment, student-focused. Work schedule may vary based on divisional needs during peak enrollment periods.

Essential Duties:

* Provide administrative support for the Dean, Program Chairs, and Faculty in the Division

* Manage and maintain the Dean's Outlook calendar

* Maintain faculty workload records

* Prepare and submit payroll documents

* Maintain accurate personnel information

* Coordinate purchase orders and payment of invoices

* Reconcile Pcard transactions

* Perform course scheduling each semester using Colleague, in collaboration with the Office of the Registrar

* Communicate deadlines and compliance requirements for no-show and grade submission

* Assist with onboarding of full-time faculty

* Collect syllabi for full-time faculty

* Develop and run Informer queries to assist data and reporting needs

* Coordinate large-scale communications, including deans and merit list notifications

* Assist in preparing reports and organizing accreditation documentation

* Provide customer service to students, staff, administrators and guests of the college via telephone, text, and email

* Coordinate meetings and events for program chairs and administrators of the division including room reservations, catering, and minutes as requested

* Support and contribute to meeting division and institutional student success goals and key performance indicators

* Assist with textbook ordering and record keeping

* Participate in recruiting and retention events

* Support the front office operations as needed

* Assist students in scheduling appointments with advisors and instructors

* Perform other duties as assigned by Dean

Minimum Qualifications:

* Associates Degree

* Minimum of two (2) years of administrative or secretarial experience in a professional office setting

* Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint)

* Ability to handle multiple tasks in a high-volume environment

* Strong customer service skills, with the ability to remain professional during high volume periods

* Flexibility to work varied schedules during high demand periods

Preferred Qualifications:

* Associates of Applied Business degree in Administrative Assistant, Business Management, Accounting, or a related program

* Four (4) or more years of administrative support experience in a professional environment

* Experience working in a higher education or community college setting, particularly within an academic division

* Proficiency with Ellucian Colleague or similar student information systems

* Experience with Starfish or other student success/retention platforms

* Experience managing financial processes, including purchase orders, budget tracking, or Pcard reconciliation

* Experience supporting data reporting, query tools, or dashboards (Informer or similar systems)

Desired

Competencies:

* Strong attention to detail with a high degree of accuracy in administrative and data-related tasks

* Excellent organizational and time management skills, with the ability to prioritize and manage multiple competing deadlines

* Ability to work independently while also collaborating effectively within a team environment

* Strong written and verbal communication skills

* Demonstrated ability to maintain confidentiality and handle sensitive information with discretion

* Proficiency in learning and utilizing new technologies and systems efficiently

* Adaptability and resilience in a fast-paced, high-volume environment

* Strong problem-solving skills and the ability to anticipate needs and proactively address issues

* Customer service orientation with a commitment to supporting student success

* Cultural competence and the ability to engage effectively with a diverse student and employee population

Details:

Reports To:

Dean of Business Technologies

Position Level: Executive Assistant II

Compensation: $21.75/hr seiu Grade 18

Classification:
Non
-Exempt

Status:
Full-time

Benefits:

Cincinnati State provides employees with high quality and cost-effective benefits with a variety of options:

* Medical Insurance (PPO- employer covers up to 92% of the premium, HDHP- employer covers 100% of the premium)

* Dental Insurance (employer covers 100% of the premium)

* Vision Insurance

* NO WAITING PERIODS! Medical, Vision and Dental benefits are effective from day one of employment!

* Flexible Spending Accounts and Health Savings Account (employer contributions)

* Short-Term Disability:
Offering 60% of your salary.

* Life Insurance and AD&D Insurance (employer paid)

* Supplemental Life Insurance, Critical Illness and Accident:
Optional at employee expense

* Pet Insurance

* Employee Assistance Plan for employees,…