Senior Executive Assistant to the President/Special Assistant to the Board of Trustees

About Oakton Community College :

For over 50 years, Oakton Community College has been the setting where thousands begin or continue their college or career studies. Educating people of all ages, from all walks of life and from more than 40 nations, Oakton focuses on improving the quality of life for everyone who enters its doors.

We offer:

Continuing education
Great benefits
Paid winter break
FRIDAYS OFF during the summer


Job Description:

Basic Functions and Responsibility:

The Senior Executive Assistant supports the President directly and manages the President's Office in addition to supporting the Board of Trustees. This position provides highly skilled clerical, operational, and technical support to the President and Board with a focus on customer service in order to fulfill the College's mission and goals. This position demonstrates clear evidence of sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students, staff, and the community at large.

Characteristic Duties and Responsibilities:

• Plans, performs, and leads the technical, clerical, and procedural work of the Office, including work of a highly confidential nature, involving the use of considerable independent judgment and an understanding of institutional functions and procedures.
  
• Oversees the Budget for the President and the Board of Trustees. Supports the development and monitoring of budgets including billings and payments.
  
• Supports the President by serving as a Special Assistant to the Board of Trustees. This includes scheduling, preparing, and overseeing the assembling and distribution of Board of Trustees agenda and related backup materials, both in hard copy and electronic form, and proper notice/posting of the agenda.
  
• Attends meetings (including committee meetings) of the Board of Trustees, and records, organizes and prepares minutes of the meetings in a timely manner.
• Prepares for and may attend meetings of the President and President's Council, including but not limited to scheduling, report preparation, facilities set up and agenda and minute preparation and distribution.
  
• Maintains and leads files and records related to the operations of the office, including library of recordings of Board of Trustee meetings, and other records.
  
• Screens, receives telephone calls and mail, and assists visitors for the President's office and the Board of Trustees, provides information based on knowledge, and interpretation of policies and procedures when necessary, and delegates when appropriate.
  
• Schedules and arranges meetings, conferences and makes travel arrangements for the President and members of the Board of Trustees.
  
• Prepares, produces, and distributes materials and reports, district­wide, related to programs and specialties under the jurisdiction of the office.
  
• Composes correspondence, as well as preparing necessary spreadsheets and other reports as directed, for diverse audiences including but not limited to state, federal and regional agencies, partnership officials, college and district officials, community members and constituency groups.
  
• Keeps files and records and supports programs, procedures and projects undertaken by the President's office.
  
• Works directly and interfaces with elected bodies, governing agencies and other outside entities with diplomacy and tact and is responsive to the needs of the office and its inter­relationships with outside parties.
  
• Develops and posts materials, agendas, reports and other office documents into electronic formats and processes agendas, reports and materials according to office protocol and practices.
  
• Provides and leads support services to the Board of Trustees and President.
  
• Provides and reviews work and gives lead direction to confidential positions in the Department, other department staff on office protocols, requirements and standards.
  
• Maintains a friendly, supportive atmosphere for students, staff, faculty, and the public.

• Performs other duties, related to the position, as assigned.

Requirements:

Qualifications:

• Bachelor's degree from an accredited institution in business or related field, or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired is required.
  
• Five years of experience working in a senior, confidential level, secretarial position, working for executive level administrators of a large multi-unit organization is required. Three years of working in support of a public agency governing board (inclusive of development of agendas, reports, and minutes) is preferred.
  
• Advanced organization, prioritization, and project management skills required.
  
• Advanced Microsoft Office suite skills required including documents, spreadsheets, and presentations. Advanced Google suite skills preferred.
  
• Ability to use all modern office equipment including, but not limited to, computers, tablets, scanners, copiers, fax machines, and telephone. Typing at a speed of not less than 50 net words per minute required.
  
• Previous Enterprise Resource Planning (ERP) database experience required with the ability to search for and retrieve information. Experience with Banner or another education specific ERP preferred.
  
• Ability to learn and adapt to changing college needs while maintaining up to date skills.
  
• Ability to interact professionally, confidentially, and courteously with a wide range of constituents from diverse backgrounds including the Board, college Administration, faculty/staff, students, government, and the general public.
  
• Ability to interpret and explain policies and procedures.
  
• Active Notary Public Commission or ability to acquire and maintain in good standing is required.

Working Conditions:

• Some evening and weekend work is required.
• General office environment. Little or no exposure to adverse working conditions.

Additional Information:

Supervision Received:

Administrative supervision is received from the President.

Supervision Exercised:

Functional supervision is exercised over Department Administrative Assistants, Short-term employee(s), and/or Work Study student(s).

HOURS: Monday-Friday 8:15 am - 5:00 pm

SALARY: $56,586


Application Instructions:

For further details, visit our website at www.oakton.edu and select the Employment link to view Employment Opportunities.

Please be sure to have a current resume, cover letter, and list of, at least, three (3) professional references with contact information prepared to submit with your application. One (1) of the references must be your most recent, direct supervisor.

Oakton Community College is an equal opportunity, affirmative action institution, committed to employing competent, qualified individuals. Oakton Community College does not discriminate on the basis of race, color, creed, religion, national origin, disability, age, marital status, military status, socioeconomic status, sex or gender, gender identity, or sexual orientation in admission to and participation in its educational programs, college activities and services, or in its employment practices.

URL: www.oakton.edu