24-097

Senior Executive Administrative Assistant

Maple Woods

Full-Time

Classified Staff

07/19/2024

08/11/2024

No

08/14/2024

• Bachelor’s degree.

• Three (3) years of experience in high level clerical/administrative support or related area.

• Minimum qualifications can be substituted with an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job

• Excellent written and verbal communication skills
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects and deadlines and prioritize conflicting needs.
• Proficiency with office productivity tools and an aptitude for learning new software and systems
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Ability to handle sensitive material and information with discretion
• Experience in overseeing budgets and expenses.
• Experience managing events and special functions.

 

Normally scheduled Monday through Friday; however, may be required to work other shifts to include evenings and/or weekends. Schedule subject to change based upon department needs.

The annual salary is $54,867 to $58,159. A competitive benefit package is included.

PLEASE NOTE: * Cover letter, resume and transcripts are required and must be attached to the online application in order to receive any consideration. * Interviews will be conducted by a search committee.

This is the fourth level in the Administrative Support series. Incumbents provide advanced and comprehensive administrative support for an assigned Executive Cabinet Member. This position provides highly responsible administrative support, with considerable latitude for independent judgment for the assigned Executive Cabinet member Major duties and responsibilities include: analyzing collecting, preparing, reconciling, reviewing, and maintaining comprehensive information, data, documents, and records; preparing budget requests; monitoring budgets while making recommendations regarding spending, accounts, or billings; preparing, editing, or proofreading correspondence, reports, or other documents; scheduling and coordinating appointments, reservations, meetings, workshops, trainings or other events/activities; providing technical support; providing program/department information, referral or other services to students and staff; maintaining department system or database and may perform quantitative data analysis; coordinating and collaborating with other departments/divisions on programs/projects when necessary.

• EOE/M/F/Vet/Disabled

• Organizes, plans, develops, coordinates and arranges special functions, programs and events on behalf of assigned Executive Cabinet member. May provide supervision or guidance to a variety of staff involved in projects and task as assigned. May supervise daily activities and college location functions in the absence of a location executive.
• Prepares and reviews budget requests while making recommendations; monitors budget spending, accounts, or bills; monitors fund availability; and provides status updates to affected Executive Cabinet member. Manage and implement special projects with direction from the Executive Cabinet member.
• Composes highly confidential and sensitive correspondence, memoranda and draft speech and written communication for an Executive Cabinet member. Prepares, edits, proofreads, reviews, prints, processes, maintains, and/or submits correspondence, reports, records, certificates, forms, letters, pay sheets, training schedules, contracts, payroll, and other general and financial documents; ensures information accuracy and compliance with applicable laws, standards, policies, and procedures; work may also include performing quantitative data analysis when necessary. Serves as ombudsperson for employees, students, vendors and the general public.
• Processes, monitors, reviews, and/or reconciles invoices, accounts, check requests, invoices, purchase orders, reimbursements, deposits, receipts, and IT or other tickets or requests; contacts personnel/departments/agencies via phone or email to collect payment dues, or facilitate assigned operations. Provide support to the Executive Cabinet member as he/she serves on national committees and boards.
• Coordinates meetings of the Executive Cabinet member’s direct reports, staff, and other special meetings as assigned. Coordinates schedules with various staff members (district wide), the general public, special interest representatives, and high ranking governmental and educational officials. The support includes scheduling the meetings, coordinating the location, preparation and distribution of agenda, minutes and other duties as needed during the meetings.
• With a high degree of autonomy, plans and implements campus, district and/or state-wide events, to include preparing promotional and other materials; managing enrollment processes; coordinating with event participants, vendors, media, and other parties; and performing other operations related to planning and organizing events/orientations/programs.
• Performs customer service duties to include providing program/department information, referrals, or other services to students, staff, and other visitors; greeting and directing visitors, students, or staff to appropriate personnel/departments; and answering telephones. Serve as liaison and coordinate work with other public/private organizations and attend meetings as assigned by the Executive Cabinet member.
• Performs other duties of a similar nature or level.

• This job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.