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Senior Executive Administrative Assistant

Employer
Metropolitan Community College
Location
Kansas City, Missouri, United States
Salary
Salary Not Specified
Date posted
Jun 12, 2024

Job Details

Position Information

Position Information

Career Opportunity Number
24-070

Position Title:
Senior Executive Administrative Assistant

Location
Penn Valley

Position Type:
Full-Time

Class Category
Classified Staff

Job Open Date
06/12/2024

Job Close Date
06/26/2024

Open Until Filled
No

Initial Screen Date:
07/01/2024

Minimal Qualifications:

* Bachelor’s degree.

* Three (3) years of experience in high level 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 :
• Experience working in a professional office environment involving highly skilled office management work
• Experience working with sophisticated calendar and data management systems
• Experience creating, proofreading, and editing highly confidential correspondence and documents (email, phone, letters, web content, newsletters, etc.)
• Experience managing multiple projects and deadlines
• Effective interpersonal and customer service skills, including ability to establish and maintain positive working relationships with coworkers and external constituents
• Experience preparing budget requests and monitoring budget spending (invoices, purchase orders, fund availability, etc.)
• Proficiency in word processing software such as Microsoft Word as well as spreadsheet and database software, email systems and web-based applications
• Experience managing events and special functions

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 upon department needs.

Compensation
The annual salary is $54,324 to $57,583. A competitive benefit package is included.

Special Instructions to Applicants

Class Summary

This is the fourth level in the Administrative Support series. Incumbents provide advanced and comprehensive administrative support for an assigned Executive Cabinet Member. This position provides highly responsible administrative support, with considerable latitude for independent judgment for the assigned Executive Cabinet member Major duties and responsibilities include: analyzing collecting, preparing, reconciling, reviewing, and maintaining comprehensive information, data, documents, and records; preparing budget requests; monitoring budgets while making recommendations regarding spending, accounts, or billings; preparing, editing, or proofreading correspondence, reports, or other documents; scheduling and coordinating appointments, reservations, meetings, workshops, trainings or other events/activities; providing technical support; providing program/department information, referral or other services to students and staff; maintaining department system or database and may perform quantitative data analysis; coordinating and collaborating with other departments/divisions on programs/projects when necessary.

* EOE /M/F/Vet/Disabled

Typical Essential Duties

• Organizes, plans, develops, coordinates and arranges special functions, programs and events on behalf of assigned Executive Cabinet member. May provide supervision or guidance to a variety of staff involved in projects and task as assigned. May supervise daily activities and college location functions in the absence of a location executive.
• Prepares and reviews budget requests while making recommendations; monitors budget spending, accounts, or bills; monitors fund availability; and provides status updates to affected Executive Cabinet member. Manage and implement special projects with direction from the Executive Cabinet member.
• Composes highly confidential and sensitive correspondence, memoranda and draft speech and written communication for an Executive Cabinet member. 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; work may also include performing quantitative data analysis when necessary. Serves as ombudsperson for employees, students, vendors and the general public.
• 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. Provide support to the Executive Cabinet member as he/she serves on national committees and boards.
• Coordinates meetings of the Executive Cabinet member’s direct reports, staff, and other special meetings as assigned. Coordinates schedules with various staff members (district wide), the general public, special interest representatives, and high ranking governmental and educational officials. The support includes scheduling the meetings, coordinating the location, preparation and distribution of agenda, minutes and other duties as needed during the meetings.
• With a high degree of autonomy, plans and implements campus, district and/or state-wide 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.
• 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. Serve as liaison and coordinate work with other public/private organizations and attend meetings as assigned by the Executive Cabinet member.
• Performs other duties of a similar nature or level.

• This job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.

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 much of experience in high level clerical/administrative support or related area do you have, as supported by the employment history listed on your application?
    • none
    • less than one year
    • between 1 and 2 years
    • between 2 and 3 years
    • between 3 and 4 years
    • between 4 and 5 years
    • five years or more
  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
Optional Documents
  1. Transcript 01
  2. Transcript 02
  3. Transcript 03
  4. Transcript 04
  5. Transcript 05
  6. Other Document 01
  7. Other Document 02


Company

Metropolitan Community College Kansas City

Metropolitan Community College, founded in 1915 as the Kansas City Polytechnic Institute, is the oldest public institution of higher learning in Kansas City, MO. We are proud of our history as the first community college established in Missouri and one of the first colleges in the country to award an associate degree.

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