Executive Secretary/Office Coordinator #38600
St. Charles Community College is located just west of St. Louis, in the heart of growing St. Charles County. At St. Charles Community College, we have a passion for student success. We serve a growing diverse student population, and we are committed to increasing the diversity of our faculty and staff who will help prepare our students for a global society. Qualified candidates will have demonstrated success in serving diverse student populations.
We are seeking an Executive Secretary/Office Coordinator to provides high level support to the College President and Board of Trustees under the leadership of the Executive Director/Special Assistant to the President. The position provides day-to-day coordination of the President's Office and is responsible for recording and retaining all Board materials. The individual is responsible for performing a broad range of confidential and diverse duties including policy reviewing/updating, travel arrangements, file management, scheduling appointments, etc. The position requires frequent contacts with a diverse population including external agencies, higher education institutions, legislators, and business leaders.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Provides executive secretarial assistance and organizational support to the President's Office by performing office management functions including scheduling and coordinating meetings and appointments, making travel arrangements, preparing expense reports, responding to official college mail and phone calls, maintaining the office filing system, and overseeing purchasing for the office.
Provides assistance writing and editing official correspondence and producing reports and presentations for the President, Board and Ex. Director/Special Assistance. Compiles information from Vice Presidents for weekly updates and monthly newsletter.
Provides assistance and organizational support to the Board of Trustees, including developing meeting agenda and packets, gathering supporting documents, assembling and mailing packets, making travel arrangements, and preparing expense reports. Attend regular and special meetings of the Board of Trustees, record minutes, transcribe for permanent records and disseminate to all faculty and staff. Serve as custodian of permanent record of minutes from Board of Trustees meetings. Assure that meetings are posted in accordance with the Missouri Sunshine Law.
Acts as liaison with vendors and contracted services in providing support for the Office of the President.
Provides assistance and organizational support to the Administrative Cabinet and President's Council by developing meeting agendas, attending meetings, taking, transcribing and disseminating minutes, and tracking action items to completion, ensuring deadlines are met.
Safeguards appropriate confidentiality by exercising discretion in communicating information to faculty, students, staff, and various community agencies and residents, and handling administrative records, files, and similar confidential items. Ensures the confidentiality as needed of all interactions with President and Board of Trustees.
Coordinates the election process, (Board of Trustees, bond issues, etc.), working in accordance with the St. Charles County Election Authority, ensuring that all legal papers are completed accurately and filed in a timely manner.
Demonstrates the highest level of professionalism, and customer service and interpersonal communication skills.
Responsible for campus-wide Board Policies & Procedures, collaborating with content owner, document drafts, coordination of Board Policy Review Committee, and ensuring legal compliance by maintaining permanent retention files detailing records of all new and revised Board Policy & Procedures.
Monitors budget for President's Office and Board of Trustees accounts to ensure compliance.
Oversees the coordination and collaborates with others in the facilitation of official college functions such as All College Day, Service Recognition Awards, Holiday Social, etc. Responsible for taking the lead to ensure that all events involving the President and/or Board are well designed, organized, and that all tasks are completed in a timely and professional manner.
Under the direction of the supervisor, coordinates legislative meetings/visits and responsible for maintaining correspondence between President, Board and Legislators.
Contributes to the overall success of the office by performing other essential duties and responsibilities.
EXPECTED SKILLS AND KNOWLEDGE
- Advanced knowledge of and proficiency with Microsoft Word and Power Point
- Excellent writing and communication skills
- Knowledge of budget oversight, record keeping, and general office management
- Ability to multi-task in a complex office
- Awareness of policy management/oversight
- Experience working with or interacting with business, community, or educational leaders
- Awareness of state educational structure and of the Sunshine Law and election procedures
- Must be trustworthy, mature, and able to handle confidential matters with discretion.
Bachelor's Degree with at least three years (full-time) experience as a secretary, administrative or legislative assistant, or comparable position.
Experience working at a community college, university, or in state government.
SALARY RANGE: $50,000-$65,000
For more information, or to apply now, you must go to the website below. Please DO NOT email your resume to us as we only accept applications through our website.