Executive Administrative Assistant

Position Information

Career Opportunity Number 21-082 Position Title: Executive Administrative Assistant Location Administrative Center Position Type: Full-Time Class Category Classified Staff Job Open Date 06/11/2021 Job Close Date 06/25/2021 Open Until Filled No Initial Screen Date: 06/25/2021 Minimal Qualifications:
  • Associate’s degree. Bachelor’s degree preferred.
  • Two (2) years of experience in
    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.
Preferred qualifications:

Preference will be given to individuals who possess:
• Bachelor’s degree preferred.

• Experience working in a complex office environment involving highly skilled office management work
• Experience working with sophisticated calendar and data management
• 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 on department needs.

Compensation $40,109-$47,129 annual. A competitive benefit package is included. Special Instructions to Applicants

PLEASE NOTE :

  • Cover letter and resume are required and must be attached to the online application in order to receive any consideration.
  • Candidates who apply by November 25, 2018, will receive first consideration.
Class Summary

Incumbents provide advanced and comprehensive administrative support for an assigned AVC .

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

• Modern office procedures, methods, and equipment;

• Applicable Federal, State, and college laws, policies, standards, and regulations.

• Filing and recordkeeping practices;

• Computers and related software applications;

• Event planning and organization principles;

• Customer service principles;

• Filing principles and practices;

• English language, grammar, and punctuation;

• Budget principles.

Skills

• Using a computer and related software applications;

• Utilizing modern office equipment;

• Providing customer service;

• Proofreading and editing documents;

• Preparing reports and forms;

• Typing correspondence, memos, and/or other related information;

• Planning and organizing events;

• Maintaining confidentiality;

• Assembling and organizing data and information;

• Monitoring a budget;

• 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: reaching, standing, walking, fingering, grasping, feeling, talking, hearing, seeing and repetitive motions.

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.

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 many years of experience do you have in clerical/administrative support or related area?
    • one to two years
    • two to three years
    • three to four years
    • four or more years
  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
  3. Transcript 01
Optional Documents
  1. Transcript 02
  2. Transcript 03
  3. Transcript 04
  4. Transcript 05
  5. Other Document 01
  6. Other Document 02


Similar jobs

Similar jobs