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Operations Manager & Executive Assistant

Columbia College (MO)
Missouri, United States
Salary Not Specified
Posted Date
Feb 27, 2023

Operations Manager & Executive Assistant
Department:Academic Affairs
Location:Columbia, MO
Salary:$40,000 - $50,000 ( Pay range may vary based on geographic location)

Diversity Statement:
Columbia College is committed to creating an inclusive employee experience for all regardless of race, color, national origin, gender, religion, sexual orientation, age or disability. The college maintains a safe place for open discourse; supports activities that promote diversity and inclusion; and overall, fosters a sense of community that welcomes everyone.

Job Summary:
The Operations Manager for Academic Affairs provides executive level administrative assistance to the Provost and Senior Vice President of Academic Affairs and provides leadership for all functions of the Provost’s Office. The Operations Manager displays initiative and leadership in supervising and managing daily office activities including special events, projects, and programs. This position serves as a confidential resource and must project a positive and professional attitude and image while maintaining a high level of confidentiality and integrity. This position requires a high degree of skill in communicating and interacting with students, alumni, trustee members, trustee emeritus, parents and families, faculty, staff, vendors, and the general community. The position also requires computer proficiency and the ability to manage multiple projects and deadlines in a fast-moving administrative office This position has significant latitude for the use of initiative and independent judgment. The position must anticipate and meet the needs of senior leadership in a timely manner and ensure excellent service by monitoring, developing, and improving processes and procedures.

Essential Functions:
  • Perform job duties in accordance with Columbia College’s vision, mission and values, and contributes to the development of the Academic Affairs Department.
  • Provide executive assistance to the Provost and Senior Vice President of Academic Affairs including
    • Manage complex scheduling in the Provost’s office, including scheduling meetings and commitments that align the Provost’s schedule with the academic governance calendar. Exercise superior judgments and independent decision making to ensure college initiatives receive appropriate attention from the Provost.
    • Demonstrate judgement to maintain credibility, trust, and support with senior management staff.
    • Manage conflict-free calendar of numerous high-level meetings and appointments and disseminate corresponding meeting materials.
    • Conduct research and gather all necessary information for the Provost prior to meetings and events.
    • Track, anticipate, and prepare for upcoming deadlines, events, and agenda items.
    • Assist the Provost by drafting and managing correspondence and communications (that can be confidential/sensitive) including emails, letters, memoranda, summaries and PowerPoint presentations.
    • Coordinate travel arrangements, expense reports, itineraries and agendas.
    • Assist the Provost with budget and expense approvals
  • Manage the operations of the Office of the Provost
    • Conduct the day-to-day operations of the office by monitoring phone lines, emails, instant messaging, walk-ins, and office supply inventory; maintain office coverage and support for the Provost’s Office.
    • Perform internal human resource functions that support the division’s hiring practices, including but not limited to: creating, updating and maintain job descriptions in accordance with Human Resources policies; creating job approval requests; and payroll information forms; scheduling interviews; supporting search committees as requested. Communicate staff updates including position changes, title changes, pay changes, supervisor changes, and time tracking issues with Human Resources and Payroll.
    • Help execute Provost Office events, including all logistics.
  • Create a bridge between Academic Affairs and the rest of the College community.
    • Develops schedule and maintains the minutes for Dean’s Council, Department Chair Meetings, and other meetings coordinated by the Provost.
    • Plan, schedule, and coordinate meetings and appointments for college wide initiatives that are led by the Provost’s office.
    • Manage Academic Affairs communications to the faculty and other units
  • Fulfill additional responsibilities as assigned.
  • Practice superior customer service..
  • Demonstrate professionalism and confidentiality at all times.
  • Display respect and civility to all constituencies in all communications.
  • Attend work timely and on a regular basis during the established hours of operation; work additional hours as business necessitates.

Position reports to:
  • Provost and Senior Vice President for Academic Affairs

Required Core Competencies and Professional Experience:
  • Associates degree or the equivalent in education and experience
  • Minimum of two years of administrative experience
  • Proven experience in complex calendaring, budgets, drafting correspondence, and communications
  • Exceptional organizational and time management skills to manage multiple projects, as well as the flexibility to adjust to changing priorities as new projects are assigned
  • Ability to work independently and in a team environment, with or without direct supervision
  • Sensitivity to confidential matters.
  • Extreme attention to detail
  • Ability to exercise independent judgment in a highly visible and important environment based on knowledge of College and Provost interests and priorities
  • Ability to think critically and act logically to evaluate situations, solve problems, and make decisions
  • Demonstrated willingness to engage in continuous learning and incorporate feedback
  • Excellent communication, interpersonal, customer service, and organizational skills
  • Able to be flexible and supportive, able to positively and proactively assimilate change in rapid growth environment
  • Superior skills with Microsoft Office software and learning software including the ability to troubleshoot

Required Level of Education:
  • Associate’s degree

Preferred Level of Education:
  • Bachelor’s degree
Physical Requirements:
The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Accommodations may be made to enable individuals with disabilities to perform the essential functions. Individuals seeking accommodation should contact the Human Resources Department without delay. While performing the duties of this job, the employee is regularly required to sit for long periods of time, talk, and hear. The employee is required to use hands and fingers to handle or feel; reach with hands and arms; climb or balance; and stoop, kneel, or crawl. Employee must be able to type on a computer keyboard and use a computer monitor on a regular basis.

Work Conditions:
The work environment conditions described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee is rarely exposed to outside weather conditions; however, possible exposure to hazards and physical risks to personal safety may occur while operating certain equipment. The noise level in the work environment is usually mild.

This job description is not meant to be all-inclusive of every duty and responsibility required by the employee in the position.

Eligibility for employee benefits and perks is determined by employment status. For more information please see .

The offer of employment and assignment to duties is contingent upon a satisfactory criminal background check. The information may include, but is not limited to, academic, residential, achievement, performance, attendance, disciplinary, employment history, credit history, driving history, and criminal history of public record.

Review of applications will begin immediately and continue until the position is filled.

Columbia College is an equal opportunity employer.

In compliance with the Higher Education Opportunity Act (HEOA) and the Jeanne Clery Disclosure of Campus Security Policy and Campus crime Statistics Act (Clery Act), the Department of Campus Safety for Columbia College has provided the Annual Security and Fire Safety Report and crime statistics for the main campus and venues nationwide.

Columbia College is required to distribute this information to all current and prospective employees and students. Please follow the link below for the full report or contact Human Resources at 573-875-7495 for a printed copy.

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