Senior Administrative Assistant II
Job Description
Class Description
The purpose of this class is to provide complex and confidential administrative assistance in support of the day-to-day operations of a function, program, and/or department.
Minimum Requirements
Associate degree in general studies, education, English, business, or related major required; bachelor's degree in a similarly related major preferred. Six (6) years' experience working as an Executive/Senior Administrative Assistant supporting executive leadership is required. Experience in higher education preferred. Proficient in all Microsoft Office Suite software. A demonstrated ability to accurately compose effective and varied correspondence such as letters, forms, professional and technical reports, and minutes in a timely manner.
Class Specific Essential Duties
- Maintain the orderly and efficient operation of assigned function, program, and/or department.
- Supervise the work of lower level office staff and coordinate the processing of time sheets, as required.
- Answer telephone and provide general information to the public.
- Assist supervisor with special projects and reports, as required.
- Prepare and analyze reports, asrequired.
- Produce departmental communications as required.
- Assist in planning special events, meetings, conferences, ceremonies, etc.
- Compose draft reports and correspondence; process various office forms.
7. Remain knowledgeable about the college, its structure, culture, policies, and practices.
8. Serve as point of contact for internal and external organizations.
9. Serve as an advocate for the college and its students, as required and serves as liaison between college departments, faculty and/or staff, as required.
Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There will be other duties as assigned.
Position Specific Essential Duties
- Provide administrative support to the Vice President of Administrative Services in the preparation of confidential matters including, but not limited to, union issues, personnel actions, contracts, constituent issues, legal issues, etc. Type, edit, draft, and assemble correspondence, reports and other materials for review and signature of the vice president. Proofread, correct spelling, grammar and punctuation as needed to prepare finished documents. Arrange delivery of completed documents.
- Maintain the vice president’s calendar,personnel and office files.
- Assist in the coordination of all business and fiscal operations, legal, human resources, institutional research, public safety, information technology, facilities management and campus operational functions.
- Screen mail, telephone calls and visitors. Based on parameters determined by the vice president, decide which matters should come to vice president’s attention and which should be forwarded to other areas.
- Independently make decisions on the vice president’s behalf during their absence.
- Respond to routine and non-routine inquiries; provide information or responses. in the absence of the vice president, review and forward e-mails to senior leadership team or unit directors for response.
- Confer with college senior administration and other faculty and staff to exchange information, investigate and resolve problems.
- Work cohesively with members of the president’s office staff to complete all required projects and tasks on time.
- Coordinate the preparation and submission of fiscal reports, bid recommendations, personnel, committee reports and other submissions to the Board of Trustees. Serve as recording secretary for the Board’s Budget and Finance Committee.
- Supervise and mentor office staff, part-time, classified staff as needed.
- Monitor expenditures, process budget requests and modifications, and pay invoices.
- Assist in planning special events, including meetings, receptions, and ceremonies, to include collaboration with other departments and their representatives regarding logistics.
- Provide customer service to internal and external customers. Assist to resolve problems and ensure cooperation with other departments and agencies.
- Attend meetings as required. Assemble information in preparation for meetings. Take accurate minutes and reports as required.
Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There will be other duties as assigned.
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