Administrative Assistant, Office President

Overview

Below you will find the details for the position including any supplementary documentation and questions you should review before applying to the opening.

To apply to the position, please click the Apply to this Job link/button. If you would like to bookmark this position for later review, click on the Bookmark link. If you would like to print a copy of this position for your records, click on the Print Preview link.

Job Title Administrative Assistant, Office of the President

Job Description

GENERAL STATEMENT OF FUNCTION:
The incumbent is responsible for performing office functions including a wide range of administrative support tasks exercising independent judgment with minimal supervision. The incumbent reports directly to the Executive Administrator and to the President.

• Provide administrative clerical support for the MGCCC Office of the President.
• Adhere to professionalism, confidentiality and decorum at all times.
• Maintain a high level of customer service to internal and external clients.
• Perform duties independently and exercise a high degree of initiative in determining the approach/action to take in routine and non-routine situations.
• Possess a strong work ethic and ability to work independently or as a team member.
• Demonstrate exceptional adherence to work schedules and all college policies and procedures.
• Must be timely, organized, self-disciplined, and a problem solver.
• Maintain an effective working relationship with college personnel, students and the community and demonstrate the ability to work effectively with a diverse group of administrators, faculty, staff, and students.
• Provide an advanced level of work including a complete understanding of Banner software and proficiency in the entire Microsoft Office Suite, including Microsoft Word, Access, Excel, and PowerPoint.
• Annually, through the MGCCC Employee Development Program, the successful completion of a minimum of 15 hours of work-related training utilizing internal training venues as well as approved external training offerings.
• Assist with the collection of data from college stakeholders on various assignments, tasks, and projects.
• Provide attention to details and demonstrate excellent proofreading skills.
• Interface well with all levels of the college leadership team, members of the college community, including faculty, staff, students, and other stakeholders.
• Maintain workflows, assignment of tasks, and productivity, and assist in keeping prioritized projects on schedule.
• Attend meetings assigned and serve as a recorder of minutes, which includes the composition, transcription, and distribution of minutes to all parties involved.
• Serve as a liaison between the President, administration, faculty, and staff members, including typing of all documents, board agenda items, and other documents, and track the documents through the approval and distribution process.
• Compile and type special reports by selecting relevant information from a variety of sources such as reports, documents, correspondence, electronic files, etc.
• Review the agenda items that affect the operations of the Office of the President, prepare and distribute copies to the appropriate administrators.
• Assist in maintaining an active and current calendar and schedule for the President and the Office of the President.
• Maintain the calendar and reservations for the Perkinston Campus – Harrison Hall Board Room.
• Enter scheduled appointments and meetings on Outlook calendars.
• Prepare meeting folders with support materials such as agendas, handouts, etc.
• Review schedule of upcoming events with the Executive Administrator each week to ensure all arrangements and materials are finalized.
• Assist in preparing documents related to Executive Council meetings, tracking agenda items approvals through distribution to appropriate administration.
• Assist in preparing the Board agenda and packet for regular monthly meetings.
• Assist with maintaining a record of trustee appointments, terms of office, contact information, and other pertinent information.
• Arrange the set-up and preparation for the monthly Board of Trustees meeting.
• Arrange and order lunch for Board members and guests after each monthly meeting.
• Assist in preparing other reports, documents, and arrangements as assigned.
• Keep the Office of the President and operating budget documentation up to date. Create requisitions, submit purchase orders to vendors and track receiving invoices, and payments. Process check requests and reconcile monthly billing statements for the provided procurement card.
• Monitor expenditures and ensure adherence to budgetary commitments in accordance with MGCCC policies, including providing support in fulfilling purchasing guidelines.
• Consistently monitor office inventories and anticipate needed supplies or services.
• Order and maintain office supplies and maintain accurate inventory at all college locations.
• Schedule employees for technology support for meetings, events, etc.
• Each day collect, manage, and distribute the…