FT Executive Assistant to the Vice President for Administration - Sierra Vista, United States - Cochise College

Cochise College Sierra Vista, United States

3 weeks ago

Description

Salary: $ $26.93 Hourly

Location : Sierra Vista Campus, AZ

Job Type: Full-time

Job Number:

Division: FT Administration

Opening Date: 05/06/2024

FLSA: Classified

Remote Work Eligible: No

Pay Grade: CS13

Duration/Parameters: 40 hours/week; 12 months/year

Position Summary

Position Summary: The Executive Assistant to the Vice President for Administration (VPA) is responsible for providing detailed, comprehensive organizational and office management support to the VPA and the departments that report to the VPA, including Facilities, Finance, Procurement, Risk Management, Technology Services, and Human Resouces, in a discreet, professional, and confidential manner requiring the application of specialized technical and administrative knowledge and the exercise of initiative, independent judgment, and decision making.

Essential Functions: As defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills, and other characteristics. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.

Note:
Cochise College requires a post offer, pre-employment background screening of all employees.

This position is open until filled, with applications reviewed on receipt. The job posting may close at any time.

Marketing Statement

Cochise College serves the residents of Cochise County from two campuses and four centers throughout Southern Arizona with panoramic views of five different mountain ranges. The college has been recognized nationally for its cost, return on investment, and high success rate; providing over 90 general and technical education programs leading to a variety of workforce certificates and associate degrees. The college is accredited by the Higher Learning Commission and is a designated Hispanic-Serving Institution (HSI).

CHECK OUT COCHISE COLLEGE HERE

Duties and Responsibilities

Duties and Responsibilities:
Within the scope of college policies and procedures, this position:

Provides comprehensive support to the VPA, by preparing, receiving, and distributing letters, memoranda, and other correspondence; reviews documents presented for VPA approval and/or signature to ensure completeness, maintaining department files, a master department calendar, and serving as a liaison for employees, students, and visitors

Assists in monitoring compliance with established policies, practices and procedures; responds to inquiries related to employment and benefits questions; assists employees in understanding established policies and procedures; reviews submitted action documentation for completeness, ensuring proper signatures and other authorizations as needed

Manages personnel files and assists human resources staff with the onboarding and separation of employees, including ensuring personnel files are complete and up to date, entering data into records management system for tracking purposes and reporting, preparing college catalog information and

Maintains department fiscal records, including processing of purchase and travel requisitions, purchase orders, invoices, travel vouchers, etc. and reconciliation of budgets; investigates vendor issues as needed. Reconciles and files purchase card transactions for the VPA and other department staff as needed

Serves as a recorder for Employee Senate and Employee Relations Committees, including communicating with committee members, taking minutes, reserving rooms, and maintaining committee document storage, etc.

Works in collaboration with other division staff to respond to inquiries in a professional, helpful manner and directing visitors as appropriate, and serves as backup in the maintenance of division web pages and portal documents, including maintaining electronic forms for a variety of college business functions

Performs other related duties as assigned

General Expectations:
Employees are expected to accomplish assigned duties in an efficient, effective and competent manner and to strive for improvement and excellence in all work performed. Additionally, employees must understand the comprehensive role of the community college and cooperate and work harmoniously with students, faculty and staff, and the public. Employees will follow all college policies, rules, regulations and guidelines as they relate to this position.

Education and Experience; Knowledge, Skills and Abilities

Education and Experience Requirements:

Associate's degree in related field from an institution accredited by an institutional accrediting body of higher education recognized by the US Department of Education

Five years of increasingly responsible office management/administrative support experience

An equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been achieved may be considered.

Knowledge, Skills and Abilities:

Knowledge of current human resources best practices; general office maintenance and practices; filing systems (alpha and numeric), word processing, database, presentation, and spreadsheet applications, specifically Microsoft Office applications and SCT Banner;

Knowledge of and ability to create correspondence using proper letter composition, grammar, spelling and punctuation standards in English

Knowledge of college operational practices, policies and procedures, and the ability to assist employees and students in understanding them

Knowledge of and ability to comply with budget development practices and processes and project management practices and protocols

Knowledge of the proper operation of and the ability to use personal computers, standard office equipment; basic mathematics, and basic bookkeeping

Skill in interpersonal communication and cooperative problem solving and the ability to exhibit effective telephone etiquette and basic public relations skills

Ability to communicate effectively, verbally and in writing; relate in a professional, helpful manner in person and over the phone; relate to a diverse population and to maintain composure when faced with difficult situations

Ability to multi-task and organize, prioritize, and follow multiple projects and tasks through to completion with an attention to detail; work independently in meeting various time deadlines and work pressures with frequent interruptions

Ability to effectively identify and resolve problems related to every-day administrative support functions; perform basic mathematical calculations; maintain strict confidentiality related to sensitive administrative information; operate personal computer (windows) in utilizing various programs

Ability to produce or compose formal documents, reports and records

Ability to operate standard office equipment; develop effective working relationships with executives, board members, supervisors, fellow employees, vendors, and the public

Ability to maintain accurate office procedures

Ability to supervise and monitor the work of others

Work Environment & Physical Requirements

Work Environment:
Work is primarily performed under general supervision. Incumbent generally performs work in a typical office setting with appropriate climate controls.

Physical Requirements: Essential functions of this position require: lifting, manual dexterity, ability to communicate

Sedentary Work:
Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body; involves sitting the majority of the time; walking and standing are required only occasionally and all other sedentary criteria are met

Mental Application:
Utilizes memory for details, verbal instructions, emotional stability, critical thinking, adaptability and creative problem-solving skills are important

Reports to:
Vice President for Administration

Cochise College is committed to providing a as part of total compensation for our benefit eligible employees.

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