Administrative Assistant to VP Student Affairs Job Levelland area,Texas USA,Administrative/Clerical

Position: Administrative Assistant to the VP for Student Affairs

Administrative Assistant to the VP for Student Affairs Primary Purpose

Work under minimum supervision to provide advanced clerical services to the vice president for student affairs. Handle confidential information and engage in frequent contact with all levels of employees, students, outside agencies, and the public.

Major Responsibilities and Duties Clerical Support

Prepare correspondence, forms, manuals, reports, presentations, and other documents including webpages for the vice president for student affairs.

Schedule appointments and maintain the vice president’s calendar.

Set up meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.

Make travel arrangements including requisitions, making hotel reservations and turning in conference registration forms.

Oversee required student online training assignments and assist with required employee online trainings.

Reception and Phones

Answer incoming calls and greet visitors. Respond to routine inquiries from the employees, students and the public and refer appropriate inquiries or problems to executives or other administrators. This includes the AskSPC email and phone lines.

Policy, Reports, and Correspondence

Compile pertinent data used to prepare various required state and local reports.

Prepare purchase orders and payment authorizations as directed.

Compile, maintain, and file all reports, records, and other documents as required.

Other Duties

Comply with South Plains College policies and those established by federal and state laws and regulations, and local board policy.

Maintain confidentiality.

Follow safety protocols and emergency procedures.

Supervisory Responsibilities

None.

Qualifications Education/Certification

Minimum:
High school diploma or GED and five years of experience in higher education setting.

Preferred:
Associate degree or higher.

Special Knowledge/Skills

Knowledge of community college organization, operations, and administrative policies.
Ability to read and comprehend instructions, correspondence, and memos.
Ability to make independent decisions regarding planning, organizing, and scheduling.
Excellent public relations, organization, communication, and interpersonal skills.
Ability to use software to develop spreadsheets, perform data analysis, and do word processing.
Ability to multi-task numerous complex administrative activities.

Experience

Five (5) years or more advanced administrative assistant experience with extensive contact with people.

Mental Demands/Physical Demands/Environmental Factors Tools/Equipment Used

Standard office equipment including personal computer and peripherals.

Posture

Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting.

Motion

Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching.

Lifting

Occasional light lifting and carrying (less than 15 pounds).

Environment

May work prolonged or irregular hours; occasional district wide travel.

Mental Demands

Work with frequent interruptions; maintain emotional control under stress.

Required fields are indicated with an asterisk (*).

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