Senior Administrative Assistant

Senior Administrative Assistant

Closing date:
Review of applications will begin immediately and will continue until a final candidate has been selected. The Senior Administrative Assistant provides administrative and operational support to the Continuing Education Department and serves as the primary administrative support for the Vice President of Workforce Development/Continuing Education. The position coordinates a variety of administrative functions, facilitates effective communication and customer service, and assists with the efficient delivery of departmental programs and services.

The Senior Administrative Assistant interacts with students, community members, campus personnel, and external stakeholders to contribute to the overall effectiveness of the department. This position reports directly to the Vice President of Workforce Development/Continuing Education.

This list is meant to be representative, not exhaustive. Reasonable accommodations may be made to enable individuals with disabilities the ability to perform the essential functions.

• Assist Vice President (VP) in preparing annual budgets, print, monitor and verify budget expenditures, and summarize and submit budget requests and contracts to the Associate Vice President for Continuing Education for approval/signature.
• May assist CE Registrar and Assistant Registrar with keying registrations, course sections, and preparing receipt rosters as necessary.
• Make travel arrangements, prepare and submit travel requests and reimbursement paperwork, as appropriate, for signature and processing when signed.
• Answer telephone and screen calls, take accurate messages, provide information or referral as necessary and maintain Outlook calendar and schedule appointments.
• Prepare and enter purchase orders, request for vouchers, work orders and requisitions for division personnel.
• Compose memos, letters, maintain accurate records, reports, files, and administrative forms.
• Order, maintain, and inventory supplies and operate office machines (calculator, printer, copier, desktop/laptop computer, telephone system, and fax machine.
• Receive, sort, and distribute mail/office correspondence and distribute information concerning meetings, policy and procedure changes to CE staff and faculty.
• Record staff meeting minutes, compose and distribute approved minutes to division personnel, and the President's office in a timely manner.
• Print class visitation logs and tally statistics of visitations for VP, directors, and coordinators for submission to the Board of Trustees and for Internal Accountability and Credibility purposes.
• Update and maintain part-time instructor personnel files and assist in supervising work-study students.
• Collect and process monthly payroll and personnel activity reports and submit reports to the Business Office.
• Assist with preparation of the Institutional Space Utilization Report.
• Maintain security of all keys assigned to CE.
• Schedule rooms for CE and assist with Room Scheduler.
• Order and maintain office supplies for the Department.
• Assist with equipment and software maintenance.
• Acquire computer/technology competencies as appropriate to position.
• Maintain security of personal computer access.
• Perform other professional or job-related duties as assigned.
• Serve on college committees as directed by supervisor.

The requirements listed below are representative of the knowledge, skills and abilities required to satisfactorily perform the essential duties and responsibilities.

Knowledge, Skills and Abilities:

Use active listening skills. Be organized, with a flexible attitude. Ability to maintain confidentiality at all times. Function fast-paced environment. Skill in managing executive calendars. Skill in organizing, planning, and coordinating meetings and travel arrangements. Proven knowledge and skill in the use of advanced features of Microsoft Word, and Excel. Ability to show initiative and self-direction. Proven ability to concurrently address issues of various levels of complexity.

Ability to communicate effectively through speech and writing. Ability to identify, communicate and analyze problems. Ability to take ownership and utilize constructive feedback. Must be punctual, professional and conduct oneself in an ethical manner. Ability to plan and prioritize tasks. Ability to work respectfully within a team environment. EDUCATION and/or

EXPERIENCE:

Any combination of education and…