Administrative Assistant I

Title: Administrative Assistant I

Employee Classification: 52 Wks Non-Unit

Department: Campus President

Salary Range: 40,203.00

Who we are:

We are not-for-profit: St. Louis Community college (STLCC) is a non-profit institution dedicated to empowering students, expanding minds, and changing lives. Employees are committed to strengthening the St. Louis community with inclusive and transformative education.

We are a respected employer: For 60 years, STLCC has served the St. Louis community, expanding to 4 main campuses, 2 education centers, 2 workforce training centers, and 5 centers of excellence. More than one-half of the households in St. Louis have at least one member who has taken classes at STLCC.

We make an impact in the community: Through credit courses, continuing education, and workforce development programs, STLCC annually serves nearly 69,000 students. More than 80% of career and technical graduates employed in their fields or continue their education at four-year institutions within six months of graduation. STLCC sends more transfer students to Missouri’s four-year colleges/universities than anyone else.

We value Diversity, equity & inclusion: STLCC is committed to fostering an atmosphere of appreciation for all people, regardless of race, color, creed, religion, sex, sexual orientation, gender identity and expression, national origin, ancestry, age, disability, genetic information, veteran status, or class.

What you get:

Benefits package [for full-time employees]: STLCC offers one of the best benefit packages in the St. Louis area. As a STLCC employee you will have access to a 100% match on your contribution to retirement, two health insurance plans options that are no cost to the employee - including an HSA option, low-cost life insurance with a 3x salary benefit, and other low-cost benefits including dental, vision, AD&D, ST LT disability insurance.

Opportunity to grow: Over half of our employees have served the college for more than 12 years, exploring different career paths and advancing to higher level positions.

Education & training opportunities: STLCC offers tuition waivers for employees [full-time and part-time] + their dependents. Full-time employees can take advantage of tuition reimbursement for other institutions after just 6 months of service, and an annual professional development allotment.

Work/life balance: Full-time STLCC employees have access to a generous time off package, including holidays, vacation, personal days, medical leave, and other leave options. Our holiday schedule even includes a paid winter holiday at the end of the calendar year.

Commitment to wellness: STLCC HR boasts a dedicated health and wellness specialist who is enthusiastic about creating a culture of wellness throughout the College. With access to college wellness vendors, employees are educated, motivated, and rewarded for healthy behaviors. STLCC employees and anyone living in their household also have access to an employee assistance program (EAP) that can help them with virtually any life need.

The basics of this position:

The Administrative Assistant-Campus President's Office performs a variety of high-level administrative support duties of a confidential nature for the campus president and chief academic officer (CCAO). The duties of this position require a range of skills and knowledge of organizational policy and procedure, office management, complex record-keeping, report creation, data analysis, scheduling, and budget maintenance. This position must manage multiple projects and tight deadlines in a high-stress environment and has significant engagement with both internal and external contacts.

What you'll do:

Scheduling and meetings

• Maintain multiple calendars for the campus president and campus; assist campus president in prioritizing when schedule conflicts arise
• Schedule and handle logistics for meetings across the campus/district for the campus president and others
• Compile agendas and supporting documentation and provide detailed, accurate minutes for campus leadership, direct reports, college governance, and other meetings
• Interface with college, state, city, and other officials who utilize the campus

Documentation and communication

• Provide documentation or research, processing, and correspondence as requested for issues addressed to the CCAO or processes initiated by the CCAO
• Create and maintain confidential files, databases, and spreadsheets
• Receive, ensure signature, and process all documents requiring CCAO signature
• Serve as the first point of contact for all community members, businesses, organizations, students, faculty, and staff wishing to engage with the CCAO
• Create job postings in hiring software and process/complete hiring paperwork
• Serve on the campus Emergency Response Team
• Send out campus communication when needed
• Provide occasional administrative support to other units and individuals on campus as needed, which may include CTL Coordinators, Honors Program Coordinators, Phi Theta Kappa Coordinators, Marketing/Communications Coordinators, and others

Budgets

• Monitor expenditures and budgets, compile requests, and request follow-up documentation for several large budgets
• Research purchases, assist in identifying items or vendors, process requisitions, ensure payment, and identify items that have been received for all budgets
• Complete travel arrangements for academic affairs professional development requests
• Monitor expenditures and budgets and process requisitions for campus marketing/communications budget
• Prepare expense reports and reimbursements for CCAO
• Provide administrative support, generate ePafs, and process payroll when pay is requested through the CCAO office
• Provide support and documentation as needed for grant submissions and reports
• May provide support for and monitor expenditures for grant funding projects as needed.

Academic Affairs

• Review incoming correspondence, process correspondence as needed, and maintain documentation for curriculum appeals, academic suspension appeals, academic appeals, formal student complaints, etc.
• Serve as the master schedule builder, including processing room reservations for credit courses, confirming/cancelling requests, and finding alternate assignments when needed
• Assist with the documentation and correspondence related to faculty promotion and sabbatical (when in use)
• Provide information as needed for awards and scholarships for students, faculty, and staff for organizations such as MCCA, Phi Theta Kappa, and transfer colleges/universities
• Enter released time assignments and oversee documentation related to these assignments

Events

• Assist with the coordination of campus and community events including room scheduling, processing and selecting catering orders, handling logistics, etc. for a number of large-scale events
• Provide set-up/take-down support for events or serve as a volunteer at events
• Troubleshoot issues as necessary both before the event and the day of
• Serve on event committees to ensure the CCAO is informed of all logistics and plans and to provide support to the committee; serve as the chair of several campus committees
• Send correspondence on behalf of the CCAO and/or campus as external needs arise

Perform other job-related duties as assigned.

Education, experience, and other requirements:

Associate degree or equivalent and four (4) years of progressively responsible secretarial, administrative, or executive assistant experience.

Preferred Qualifications: