Executive Assistant

Posting

Posting Number: 0601092-C Position Type: Confidential Special Notes to Applicants:

This position serves as a key contact for the Department. Currently, this position is working remotely; however, on-campus work will be required periodically and will resume full-time when the College’s campus restrictions are lifted.

This is a 248-day annual position; the salary for the remainder of the year will be prorated based on the number of days and hours remaining in the current fiscal year.

As a condition of employment, all new employees are required to be compensated via direct deposit.

LBCC offers a pay incentive to eligible employees who demonstrate proficiency in conversational Spanish when evaluated and formally certified by a college-approved professional or agency. Eligibility to apply for and receive bilingual pay incentives for Spanish and languages other than English are subject to the provisions of Administrative Rule 6025-06. For more detailed information, please review the Rule at this link:
https://www.linnbenton.edu/about-lbcc/administration/policies/board-policies-and-administrative-rules/6000-series-human-resources/ar-6025-06.php

LBCC is an Equal Opportunity Educator and Employer.

Position Title: Executive Assistant Division/Department: Finance and Operations Location Albany Campus, Albany, OR Job Summary:

Provide assistance to the Vice President in the day-to-day administrative and operational coordination of Finance and Operations. Perform a wide range of complex, technical, and confidential administrative duties. Coordinate items involved in collective bargaining, grievances, and legal issues. Oversee and coordinate the institution’s contract and affiliation agreements. Take leadership in special projects as needed.

Required Qualifications:

Education and Training: Requires an associate’s degree or equivalent, with an emphasis in administrative assistant, project management, business, or a related field. Additional related experience may substitute for the education requirement on a year for year basis.

Experience: Requires a minimum of 3 years progressively responsible executive secretarial, administrative assistant, or project management experience, preferably in an educational environment.

Knowledge, Skills and Abilities: Position requires high-level executive secretarial and administrative skills. Must have ability to operate various pieces of office equipment efficiently; such as computer, scanner, calculator, copier, etc. Excellent computer skills using various software applications, including but not limited to word processing, spreadsheet, database, and desktop publishing. Requires excellent organizational and follow-through skills, along with the ability to prioritize work. Must have excellent interpersonal, written and oral communication, and public relations skills. Must be able to work respectfully and effectively with individuals of all cultures, backgrounds, perspectives, and abilities. Ability to schedule and facilitate remote meetings. Requires decision-making ability, and problem-solving skills. Requires facilitation, collaboration, and teamwork skills, and an understanding of college-wide issues and problems. Accounting and budget management skills and an understanding of the budget process, budget cycle, and budget documents are necessary. Requires ability to plan and set goals. Ability to understand faculty and classified contracts and appraisal systems. Familiarity with procedures, policies and practices set forth by the Oregon State Department of Education is preferred.

Preferred Qualifications:

A bachelor’s degree is preferred.

Experience with organizing, planning, and accounting/budgeting is preferred.

Familiarity with procedures, policies, and practices set forth by the Oregon State Department of Education is preferred.

Physical Requirements and Working Conditions:

Work is performed in an office environment with minimal exposure to health or safety hazards. Job requires occasional upgrade of skills. Extended work hours are occasionally required. Position is subject to pressures and periodic stress due to time lines and deadlines. Requires long periods of using a computer. Must be able to communicate effectively over the phone, in person, and in group settings. No special coordination beyond that used in the handling of everyday office equipment and materials is needed to perform the job satisfactorily. Occasional travel is required.

Essential Duties:

Assume leadership responsibility, coordinating and facilitating issues between Finance and Operations and other areas of the college. Assist directors and managers in the Finance & Operations divisions with projects and administrative tasks when requested. Establish procedures to ensure the appropriate flow of information among the organizational units. Serve as liaison and point of contact for vice president with management, staff, faculty, students, and external agencies to ensure appropriate flow of information and documents.

Provide administrative support to the vice president. Assist with sensitive and confidential matters, including employee performance and discipline, employee and citizen grievances and complaints, legal issues, and collective bargaining. Develop/determine goals, priorities, and procedures to accomplish office activities, anticipating routine and non-routine needs.

Provide administrative assistance to the vice president on the day-to-day flow of meetings and appointments by anticipating and preparing for upcoming topics, issues, and events, anticipating problems, and making recommendations.

Provide information collection, surveys, data analysis, and synthesis and prepare reports with recommendations for management decisions. Assist vice president with document preparation, assuring accuracy in grammar and punctuation.

Responsible for coordination and scheduling of in-person and virtual meetings with campus personnel, as well as scheduling events and meetings with outside entities on and off-campus. Provide assistance to these meetings as needed.

Answer phones and screen calls, greet visitors, provide assistance to visitors, and schedule appointments. Refer students and staff to appropriate personnel. Take and transcribe meeting minutes, process mail, maintain files, order supplies, and prepare correspondence and other forms of written communication.

Oversee and coordinate the institution’s contract and affiliation agreements. May include direct contact with the contract, lease, facility use providers, professional service providers, vendors, and affiliation partners to negotiate, clarify, and/or finalize details of agreements. Ensure all contractual requirements are assumed by departments/programs and all specific needs are accurately reflected. Ensure currency and timely renewal of all agreements. Oversee and track all current and archived contract, grant, vendor, professional service, maintenance, and affiliation agreement files. Serve as the campus DocuSign account administrator.

Prepare or process various documents such as policies and procedures, manuals, and surveys. Prepare items/reports for the Board of Education as related to Finance and Operations. Perform special projects as assigned by the vice president.

Represent the vice president in meetings and forums as assigned. Provide administrative assistance to committees and groups as assigned, including taking notes and transcribing meeting minutes, and coordinating appropriate website updates. Meet with administrative support staff and managers to update processes, clarify reporting and timelines, and solve problems. Assist with orientation and training of new support and management staff in operational units reporting to the vice president.

Assist in the preparation of the Finance and Operations office budget. Responsible for budget maintenance and projections, tracking funds, overseeing expenditures, and purchasing. Has budget authority for purchase orders, payment vouchers, and facility work orders. Reconcile P-card accounts. Review all payroll and expense reports. Ensure expenditures are within budget limitations. Suggest realignment of funds when necessary. Ensure budget discrepancies are corrected. Accountable to the vice president for the accuracy of expenditures.

Provide support for a variety of personnel functions, including recruitment processes, verifying and processing timesheets, maintaining confidential personnel files, performance appraisals, and work plans.

May supervise part-time, non-contracted classified staff, and work-study staff.

Serve as backup to the Executive Assistant to the President and Board of Directors and Executive Assistant to the Vice President, Academic and Student Affairs, as needed.

Perform other related duties as assigned.

Committee Assignments: Attend Council meetings as requested in a Coordinator role. Be involved in other campus committees as needed.

Applicant Instructions:

Please complete the online application.

Required documents:
1) Resume
2) Cover Letter
3) Academic Transcript (if needed to meet required qualifications)

Transcripts from a non-U.S. college or university must be accompanied by an international credential agency evaluation. Please see “Academic Transcript Information” on Employment Opportunities home page for more information and a list of agencies which perform this service.

Applications are reviewed for minimum qualifications. In order to be considered, your application must clearly show you meet the minimum qualifications for this position.

U.S. Veterans will need to attach proof of honorable discharge (Form DD-214) to their application to qualify for veteran’s consideration.

Proposed Start Date: 06/21/2021 Full-time or Part-time Full-time, 1.0 FTE, Fiscal Year (Contracted with Benefits) Number of hours/week: 40 Posting Date: 04/22/2021 Closing Date: 05/16/2021 Open Until Filled: No Salary Grade 120 Salary/Rate

The salary range is $47,397-$66,491 plus comprehensive benefits. Starting salary is typically at the lower end of the range. For more information please see Special Notes to Applicants.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * How did you learn about this position? Please select one.
   • Mid-Valley Sunday Newspaper
   • Lebanon Express Newspaper
   • Oregonian Newspaper
   • Latinos in Higher Education
   • HERC-Higher Education Recruitment Consortium
   • indeed.com
   • Chronicle of Higher Education Online
   • State Employment Department
   • LBCC Employment Opportunities Website
   • Eugene Register Guard Newspaper
   • Other Online Website (specify below)
   • Other (specify below)
2. * If you selected other above, please specify the website or other resource from which you learned of the position.
   
   (Open Ended Question)
   
   

Required Documents
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Academic Transcript
2. Academic Transcript 2
3. Academic Transcript 3
4. U. S. Veteran Proof of Honorable Discharge DD-214, Copy 4
5. Letter of Reference