Assistant to Vice President Administrative Services​/CFO, WMC

Administrative Services Assistant

General Statement Of Responsibilities:
Assists the Vice President for Administrative Services/Chief Finance Officer (VPAS) in operational management. Provides oversight for external and internal customer service initiatives in all functional areas.

Essential Functions:

Standard Expectations:

• Organizes meetings, makes appointments, including scheduling, sends reminders, and organizes catering and travel requirements when necessary. Prioritizes the most sensitive and urgent matters.
• Answers phone calls politely and professionally; determines the nature of the call and whether or not it requires the attention of the VPAS; whenever possible responds to the caller directly based on knowledge of the VPAS preferences and policies and procedures.
• Prepares written communications, such as writing and editing emails, drafting memos, and preparing communications on the VPAS's behalf.
• Represents the VPAS to a wide variety of constituencies, coordinates activities with others, analyzes complex data, and assesses needs.
• Assists with developing and implementing policies and procedures, planning, organization, and administration of functional areas reporting to the VPAS.
• Maintains comprehensive and accurate records; the VPAS office functions as the office of records for key contracts and documents and must adhere to the records retention procedure.
• Assists with developing agendas for staff meetings, audit committee meetings, and other adhoc meetings. Prepares minutes for all VPAS meetings in accordance with division standards and timelines. Ensures all meeting materials are gathered in advance of the meetings. Ensures technology is available for remote meetings along with basic understanding of how to use technology.
• Coordinates travel arrangements for the VPAS, including preparing the travel authorization forms and travel reimbursement forms in accordance with college deadlines.
• Oversees and manages facility leases, ensuring new leases are renegotiated in accordance with lease terms and are reviewed by the attorney and the District Governing Board for approval.
• Coordinates closely with the Procurement Office to issue procurement and contract documents on behalf of the VPAS.
• Assists with risk management. Works directly with staff and the insurance company in determining the best course of action related to accidents involving students, employees, or property and ensuring incident is properly documented. Annually, works with the local insurance company to ensure physical property and vehicle listings are accurate, adding and deleting property, and ensuring documents are properly signed and recorded.
• Manages the budget for the VPAS office, requiring minor accounting duties and performing analysis.
• Oversees the VPAS credit card account, working directly with the accounting department and sometimes the bank.
• Provides backup support to the Assistant to the President and Recording Secretary for the District Governing Board.
• Confidentiality must be strictly observed.
• Performs other duties as assigned.

The above statements are intended to describe the general nature and level of work performed by the incumbent; they do not purport to describe all functions. Incumbent may be assigned other duties, and the essential functions may change from time to time as necessary.

Standard

Competencies:

• Technology - Ability to proficiently use Microsoft Office Products (i.e. Word, Excel, Outlook, PowerPoint) Adobe Products (Docu-Sign/E
  - Sign), Google Applications (Drive), Slack, Zoom, and various other Microsoft 365 programs.
  
  - Intermediate
• Communication
  - Ability to communicate effectively with faculty, staff, and the general public. Excellent intrapersonal skills.
  
  - Advanced
• Diversity &Multi-Culturalism
  - Ability to work in a diverse, multi-cultural environment.
  
  - Advanced
• Flexibility & Adaptability
  - Ability to adapt to the demands of any given day/time.
  
  - Advanced
• Self-Awareness
  - Ability to reflect on self-performance and growth opportunities.
  
  - Intermediate
• Continual Improvement
  - Ability to seek opportunities for professional growth.
  
  - Intermediate
• Action Oriented
  - Ability to make decisions and take action.
  
  - Intermediate
• Confidentiality
  - Ability to maintain confidentiality.
  
  - Advanced
• Physical
  - Ability to perform the following physical requirements of the position with or without reasonable accommodation: critical sensory requirements include general vision (corrected to 20/20), hearing or listening in the normal range (corrected), and speaking and giving…