Duties may include, but are not limited to, the following:
 

• Perform complex and confidential assistance and support including responding to correspondence on behalf of the Senior Vice President.

• Assist the Senior Vice President with routine administrative responsibilities, as required.

• Maintain confidentiality of personnel and operational matters under consideration by the CAO and/or the Associate Vice Presidents, Deans, and/or Division/Department Chairs until the CAO or other approving authority approves such considerations.

• Participate as requested with Associate Vice Presidents or Deans/Directors regarding interviewing, hiring, and selection for new or open administrative assistant and/or division/department administrative or secretarial positions.

• Review full-time and part-time hiring packets for required paperwork, accuracy, and credentials to fill the position.

• Review new hire packets verifying applicant credentials and provide recommendations to the CAO related to applicant credentials to sustain the credentialing accreditation standards.

• Provide quality control oversight and recommendations to the CAO related to administrative matters, including potential part-time faculty and staff contract offerings.

• Coordinate with the Vice President for Human Resources and Institutional Effectiveness or other Human Resources Office staff, as necessary, on matters relating to hiring recommendations prior to submission of those documents to the CAO for his/her consideration and appropriate hiring recommendation to the President.

• Provide professional development training and mentoring support to newly hired executive secretaries, administrative secretaries, and the department secretaries new to their positions.

• Provide guidance and support to secretaries and administrative support staff in all areas of the CAO’s division to sustain quality standards, uniform documentation, and functional administrative filing systems across the division.

• Assist administrative and secretarial staff supporting the Associate Vice Presidents, Deans, Division and Department Chairs, as necessary, when they are preparing documents for review and approval by the department leadership and/or the CAO or President.

• Work and coordinate with other divisional Vice Presidents, Associate Vice Presidents, Academic Deans and Deans/Directors on a variety of assignments, projects, and reports. Provide advice and policies/procedures to them to assist with their ongoing planning and decisions.

• Monitor and recommend to the CAO equitable rotation of College faculty and staff nominated to serve on College Standing and Ad hoc Committees.

• Provide administrative oversight of the Standing and Ad hoc Committee Charters and make recommendations for charter changes to the CAO as such changes become necessary.

• Prepare travel requests, make travel arrangements, schedule appointments, and complete reimbursement forms for the Senior Vice President.

• Maintain Senior Vice President’s daily schedule and appointment calendar.

• Screen calls and visitors, answer inquiries, and respond to requests for information from local, state, and federal agencies.

• Attend meetings, as required, by the Senior Vice President, take and transcribe minutes of the meetings and disseminate minutes to appropriate personnel.

• Type and proofread a wide variety of reports, letters, memos, and spreadsheets; independently compose correspondence related to responsibilities.

• Design and maintain presentations comprised of spreadsheets, charts, and PowerPoint slides.

• Review electronic and hard copy correspondence from the NC Community College System Office, and College/Universities and prepare/provide requested information.

• Maintain master files of official College records. Copy and distribute materials to appropriate staff.

• Coordinate and monitor the Academic and Student Services equipment budget. Maintain the Senior Vice President’s County Budget line items.

• Serve on the FTCC SACSCOC Compliance Team for ongoing accreditation compliance.

• Act as a liaison between the Senior Vice President and students, faculty, staff, Vice Presidents, Board of Trustees members, and the public, as required.

• Interpret College policies, rules, and regulations, provide information in response to inquiries, complaints, and/or refer requestor to appropriate personnel across the College.

• Prepare agenda items for the Board of Trustees’ meetings and collect necessary agenda attachments.

• Verify P-Card charges and attach necessary paperwork/receipts for payment.

• Review overload and census payments for approval by Senior Vice Presidents and President.

• Assemble documentation and provide those documents to the CAO in support of the College’s annual planning calendar, including input for changes to the College’s planning assumptions, change recommendations for the mission/purpose statement, institutional goals, general education core competencies, and the Strategic Plan. Consolidate reports from Associate Vice Presidents, Deans/Directors and Division/Department Chairs necessary to document accomplishments in the annual end-of-year report.

• Assist Executive Council members with special projects, as requested.

• Collaborate with other senior College leaders, on behalf of the CAO during his/her temporary absences, to collect and disseminate the necessary information to the CAO ensuring the timely movement of administrative documents.

• Assist the College President during absences of the Senior Vice President for Academic and Student Services and notifies the CAO in a timely manner of the assistance requested and provided.

• Perform related duties as assigned.