Sr Administrative Assistant, Dean of CTE

DEFINITION:

The principal purpose of this position is to provide coordination for internal and external communications, logistics, and administrative needs of the CTE Department, with a consistent focus on exceptional and professional customer service at all times. This position will perform a variety of complex and confidential administrative duties and will interact with senior level administrators, deans, directors, donors, vendors, public and private officials, faculty, staff, students, and the general public.

• Receives direct supervision from the Dean of CTE
• Provides support to other members of the CTE team, as requested
• May supervise work study students and interns, and may also provide assistance to other team members

Essential and other important responsibilities and duties may include, but are not limited to, the following:

The Senior Administrative Assistant will perform complex and sometimes confidential administrative activities for the CTE Department including but not limited to:

• Coordinate Dean of CTE’s calendar
• Responsible for proactive and professional communication (agenda, minutes, scheduling, follow up, etc.)
• Maintain consistent and timely front desk support (answering phones, assisting students and faculty visitors, supporting and welcoming guests, etc.)
• Order and maintain adequate office supplies
• Serve on committees and provide administrative support when necessary.
• Provide assistance to students when necessary.
• Assist other staff and faculty.
• Engage in professional development.
• Assume other administrative duties as assigned.

• Serve on search committees and train new employees if requested
• Adhere to legal requirements and regulations maintaining confidentiality and utilizing discretion with donors and students
• Support divisional budgeting and planning processes; compile information and data; prepare requisitions; coordinate purchasing activities as assigned
• Research, compile, and summarize data and information for special projects and reports, and confidential correspondence.
• Preparation of confidential correspondence, reports and special projects.
• Performs other job-related duties as assigned.

• Business protocol and etiquette
• General principles and practices of fiscal, statistical, and administrative data collection and report preparation
• Skills in the use of database management, word processing, spreadsheet and presentation software
• Mastery of Microsoft Office Suite software (Word, Excel, PowerPoint, and Access)
• Principles and procedures of record keeping and reporting
• Advanced principles of business letter writing and report preparation
• Mastery of formal/business English communication, including spelling, grammar, punctuation, and style
• Basic mathematical principles
• Principals and techniques used in public relations, marketing, and communications

• Perform responsible and complex administrative work involving the use of independent judgment and personal initiative
• Thorough knowledge of college operations and policies with ability to interpret and apply the policies, procedures, laws and regulations of the business unit to which assigned
• Work independently and proactively in the absence of supervision

• Establish and maintain cooperative working relationships with all CFCC colleagues
• Skilled at customer service and dealing with the public, can respond to difficult requests and inquiries with ease and calm; solution-focused

Maintain effective audio-visual discrimination and perception needed for:

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

• Associate’s Degree preferred in office systems technology, business…