Executive Administrative Assistant II

Location
Missouri, United States
Salary
Salary Not Specified
Posted
Mar 03, 2021
Employment Level
Administrative
Employment Type
Full Time
Position Information

Career Opportunity Number 20-067 Position Title: Executive Administrative Assistant II Location Penn Valley - Health Science Institute Position Type: Full-Time Class Category Classified Staff Job Open Date 03/03/2021 Job Close Date 03/18/2021 Open Until Filled No Initial Screen Date: 03/23/2021 Minimal Qualifications:

• Associate’s degree;
• 2 years of experience in clerical/administrative support or related area.
• Minimum Education Qualification can be substituted with an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.

Preferred qualifications:

Preference will be given to individuals who possess:
• Experience managing incoming and outgoing phone calls, phone messages, emails and departmental mail
• Experience in managing multiple projects
• Effective interpersonal and office management skills, including ability to establish and maintain positive working relationships with coworkers and external constituents
• Experience working in a busy office with frequent interruptions
• Proficiency in word processing software such as Microsoft Word as well as basic knowledge of spreadsheet and database software, email systems and web-based applications

Work Hours

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.

Compensation Salary is commensurate with salary and experience. A competitive benefit package is included. Special Instructions to Applicants

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 hiring committee.
Class Summary

Metropolitan Community College is the oldest and largest public institution of higher learning in Kansas City, Mo. MCC currently offers over 120 associate degree and certificate programs; on campus, online or a combination of both. MCC employees are committed to providing equal opportunity for all persons regardless of age, creed, race or gender. Incumbents provide advanced and comprehensive administrative support for an assigned AVC .

Metropolitan Community College is an Equal Employment Opportunity employer that prohibits discrimination or harassment of any person on the basis of race, color, religion, sex, sexual orientation, gender identity, age, birth, ancestry, national origin, or disability. EOE /M/F/Vets/Disabled

Typical Essential Duties

• Collects, prepares, reconciles, reviews, verifies, and/or maintains comprehensive information, data, documents, and records; ensures information accuracy and compliance with applicable standards, policies, and procedures.
• Prepares and reviews budget requests; monitors budget spending, accounts, or bills; monitors fund availability; and provides status updates to departments.
• 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; reviews documents for accuracy before giving to VP to sign.
• work may also include performing quantitative data analysis when necessary.
• 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
• Schedules and coordinates appointments, reservations, meetings, workshops, trainings, or other events/activities; sets up conference calls and zoom meetings; creates presentations; maintains calendars; prepares meeting agendas; transcribes meeting minutes; sets up rooms/lab facilities; maintains a parking lot list of those assigned to park in the reserved lots; and coordinates with program participants and other relevant individuals.
• Plans and implements 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.
• Maintains and updates departmental systems or databases; updates websites and social media accounts, maintains their accuracy; and provides technical support, to include training end-users on system operation, and troubleshooting basic technical issues.
• 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.
• Coordinates and collaborates with internal and/or external personnel, departments, and agencies, when necessary, to communicate information, serves as a liaison, provides assistance or information, represents the AVC, maintains effective working relations, and facilitates event and departmental operations.
• Performs office management duties to include maintaining inventory; ordering supplies; and sorting and distributing mail.

Knowledge

• Knowledge of modern office procedures, methods, and equipment;
• Knowledge of applicable Federal, State, and college laws, policies, standards, and regulations;
• Knowledge of filing and recordkeeping practices;
• Knowledge of computers and related software applications;
• Knowledge of event planning and organization principles;
• Knowledge of customer service principles;
• Knowledge of filing principles and practices;
• Knowledge of English language, grammar, and punctuation;
• Knowledge of budget principles;

Skills

• Skilled in using a computer and related software applications;
• Skilled in utilizing modern office equipment;
• Skilled in providing customer service;
• Skilled in proofreading and editing documents;
• Skilled in preparing reports and forms;
• Skilled in typing correspondence, memos, and/or other related information;
• Skilled in planning and organizing events;
• Skilled in maintaining confidentiality;
• Skilled in assembling and organizing data and information;
• Skilled in monitoring a budget;
• Skilled in utilizing communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, and others sufficient to exchange or convey information.

Positions Supervised

No staffing table positions.

Physical Requirements

Positions in this class typically require: feeling, grasping, hearing, fingering, reaching, repetitive motion, standing, talking, visual acuity, and walking. 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. Sedentary work involves sitting most of the time. Walking and standing are required only occasionally.

Accommodations:
MCC is committed to the full inclusion of all qualified individuals. As part of this commitment, MCC will ensure that persons with disabilities are provided reasonable accommodations in all aspects of employment, including the application process. To request an accommodation and/or a copy of the Americans with Disabilities Act applicant procedures, please contact the Office of Human Resources.

Licensing Requirements

None.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * What is the highest level of education you have as conferred through an official transcript?
    • Have not completed High School/GED
    • High School/GED
    • Associate's degree
    • Bachelor's degree
    • Master's degree
    • Doctorate degree
  2. * How much of experience in high level clerical/administrative support or related area do you have, as supported by the employment history listed on your application?
    • none
    • less than one year
    • between 1 and 2 years
    • between 2 and 3 years
    • between 3 and 4 years
    • between 4 and 5 years
    • five years or more
  3. How did you learn about this position?
    • Academic Keys
    • Chronicle of Higher Education
    • Craigslist
    • Diverse Issues in Higher Education
    • Dos Mundos
    • Employee referral
    • Facebook
    • HigherEdJobs
    • Jobs.mo.gov
    • Indeed
    • Inside Higher Ed
    • Kansas City Call
    • Kansas City Globe
    • Kansas City Hispanic News
    • LinkedIn
    • MCC Website
    • Monster
    • Other Source
    • Twitter
Optional & Required Documents
Required Documents
  1. Cover Letter
  2. Resume
Optional Documents
  1. Transcript 01
  2. Transcript 02
  3. Transcript 03
  4. Transcript 04
  5. Transcript 05
  6. Other Document 01
  7. Other Document 02


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