Executive Assistant to VP of EWD and CTE

DEFINITION

The principal purpose of this position is to provide executive level administrative support and coordination to the Vice President of Economic & Workforce Development and Career and Technical Education for the efficient operation of the division with a focus on management of operations and customer service. This position may perform a variety of complex and confidential administrative duties and will interact with senior level administrators, faculty, staff, students, and the public.

Assignments may be broad in nature requiring creativity and ingenuity and incumbents may be responsible for defining approaches to projects. This position will be expected to coordinate and define tasks, assemble spread sheets and documents.

• Receives direct supervision from the Vice President of EWD and CTE
• Does not exercise supervision, but may provide work direction or advice to other team members (i.e. administrative assistants, part-time, work-study, etc.)
• May act as a lead on some projects and guide team members

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

• Perform complex and confidential administrative activities for VP level management including but not limited to:
• Direct and manage tasks and projects for the office making independent decisions on administrative matters; develop and implement and maintain written procedures to control the flow of administrative work and project completion and is responsible for office operations within scope of authority.
• Compose and prepare complex correspondence, responses, and other documents.
• Prepare reports and graphic materials as assigned, may analyze data and formulate responses.
• Ensure that regulatory or accrediting agencies receive appropriate forms and reports.
• Screen calls and respond to sensitive complaints and requests for information.
• Prepare meeting minutes and other correspondence and documentation as needed.
• May participate in budget preparation and administration.
• Maintain day-to-day department operations.
• Act as liaison for the business unit and serve as the public face of the area.
• Oversee the daily functioning of the division including all related tasks and duties
• Serve on committees and Advisory boards to provide administrative support
• Engage in professional development
• Assume other administrative duties as assigned
• Order Instructional supplies and equipment
• Complete special projects as assigned
• Perform support work as assigned including special projects, special reports, responses to inquiries, etc. at an executive level.
• Coordinate the calendar of the VP.

• Organize programs, events, meetings and conferences.
• 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.

• Adhere to legal requirements and regulations maintaining confidentiality and utilizing
• discretion.
• Ensure security and maintenance of confidential materials, information and professional
• files.
• Assist with divisional travel approvals, arrangements, and reimbursement processes.
• Maintain P-card receipts and reconcile P-card transactions.
• Assist with spring and summer commencement and student recognition ceremonies as needed.
• Support divisional committees as assigned including organizing, recording, distributing minutes and disseminating evaluations as necessary.
• Support divisional budgeting and planning processes; compile information and data; prepare requisitions; coordinate purchasing activities as assigned.
• Perform related duties and responsibilities as required.

• General principles and practices of fiscal, statistical, and administrative data collection and report preparation.
• Microsoft Office Suite and Google software (Word, Excel, PowerPoint, and Access)
• Principles and procedures of record keeping and reporting
• Advanced principles of business letter writing and report preparation
• English usage, spelling, grammar and punctuation
• Basic word processing methods, techniques and programs
• Basic mathematical principles
• Principals and techniques used in public relations

• Perform responsible and complex administrative work involving the use of independent judgment and personal initiative
• Interpret and apply the policies and procedures of the function to which…