Executive Administrative Assistant

Department

Finance and Administrative Services

The Executive Administrative Assistant is responsible for communication, implementation of best practices and sustaining strategies to meet college and division goals by facilitating, planning, and following-up on administrative matters. Provides administrative support to the Vice President for Finance and Administrative Services.

• Facilitates communication and workflow between the Finance and Administrative Services department and the President, Vice Presidents, division offices, departments and personnel.

• Disseminates critical information, tracks and reports weekly and monthly activities.

• Plans, develops, organizes, and coordinates event functions, including division meetings, staff meetings, V.I.P. on-site visits, special events and functions, division-wide professional development and special functions as assigned.

• Interacts with the public in a positive manner and answers questions regarding programs and department matters.

• Manages and coordinates ancillary operations and special projects with the direction and oversight of the Vice President.

• Supports the Vice President in monitoring and reporting on multiple operating and capital budgets.

• Prepares and coordinates the preparation of periodic and special reports, including monthly and weekly activity reports, financial reports, Institutional Effectiveness plans and reports, Board/Executive reports, division proposals and other reports as assigned.

• Implements processes and best practices through the Finance and Administrative Services department that encourage the efficient and effective coordination and information flow with and between units within the division.

• Tracks, maintains, and reports on technological and other inventories across the college district under the financial management or custodial supervision of the Vice President.

• Manages and/or monitors multiple projects and coordinated tasks, with some weekend and evening work required to meet strict deadlines.

• Conducts periodic research and information queries at the request of the Vice President.

• Handles inquiries and exercises sound judgment in referral of inquiries to appropriate staff.

• Seeks to solve problems, address concerns, and plan ahead with great attention given to customer service, project quality, and exact detail.

• Enforces rules of records confidentiality and the controlled access and distribution of sensitive information routinely passing through or produced by the Finance and Administrative Services department, including personnel and financial records.

• Maintains clerical and office management procedures and practices for all division offices.

• Files, organizes, and maintains records and documents in paper and electronic format for the Finance and Administrative Services department.

• Assists with annual budget development and subsequent preparation, tracking of requisitions, and purchase orders.

• Orders and maintains supplies and arranges for equipment maintenance.

• Coordinates and processes travel arrangements, authorizations/vouchers, mileage reimbursements, and applicable forms.

• Conducts inventory on all department's assets and office supplies, as needed.

• Prepares payroll documentation, as needed.

• Oversees and processes administrative and clerical affairs of the Finance and Administrative Services department.

• Prepares materials for executive and board personnel, as needed.

• Coordinates training of clerical, office, and secretarial staff in the Finance and Administrative Services department.

• Oversees and trains the part-time staff in the Finance and Administrative Services department.

• Performs other duties as assigned.

• Bachelor's Degree required.

• At least four (4) years of work experience in a professional work setting required.

• Excellent oral, written and interpersonal communication skills.

• Strong computer skills with knowledge of Microsoft Office including, but not limited to, Word, Excel, PowerPoint, and Outlook, the Windows environment, and internet research skills.

• Strong analytical, critical…