Under general direction, performs a variety of confidential and complex administrative duties for the Vice President of Administrative & Fiscal Services

EXAMPLE OF DUTIES:

Essential Duties and Responsibilities include the following. Other duties may be assigned.
 

• Maintains the calendar, schedules appointments, and makes necessary meeting arrangements; screens calls and visitors, and refers inquiries as appropriate; responds to requests for information with appropriate instructions, precedents, and regulations; performs routine budget, payroll, and purchasing duties; and provides administrative support to the Vice President
• Uses critical thinking skills to research, analyze data and compile reports; assists with special projects; assists the Vice President with a variety of functions , including but not limited to: updating and maintaining policies and procedures; writing reports, letters, and memorandums; and reviewing and interpreting budgetary data reports, letters and other correspondence.
• Uses problem-solving skills to assess situations and offer appropriate responses and recommendations for corrective actions pursuant to state, federal and college policies and procedures.
• Monitors Vice President's email on a daily basis.
• Answers phones and interfaces with internal and external customers Initiates and maintains a variety of files and records of information such as personnel, budget, and expense records; maintains manuals and updates resource materials; recommends organization or procedural changes.
• Supports the Vice President by preparing meeting packets, recording minutes, compiling and managing information, and following up on action items. Maintains system for tracking grants and new initiatives.
• Provides administrative support to the Vice President, including preparing agendas, correspondence, assembling materials, taking minutes of meetings as assigned
• Prepares comprehensive reports, compiles budget requests, and recommends expenditure requests for designated accounts.
• Assists with extensive and critical planning of work of the Vice President, and ensures follow-through, tracks progress of projects and utilizes effective workflow systems to increase efficiency and effectiveness.
• Leads and/or assists in the planning and coordination of events to support the Vice President.
• Manages Vice President's travel and accommodations, conference registrations, and travel-related plans and documentation.
• Assists in monitoring office budget for salaries, supplies, travel, or other expenses; monitors expenditures to ensure compliance with approved budget, and assists in developing draft budgets as necessary.
• Monitors deadlines, status of documentation, scheduled activities, or other issues requiring timely action/response and performs follow-up
• Performs other job related duties as may be necessary
• Coordinates liability insurance and reimbursements for capital project expenditures. 

Supervisory Responsibilities 
Oversees work progress of work study students assigned to Business & Finance Office 

Competencies 
To perform the job successfully, an individual should demonstrate the following competencies:
Analytical - Collects and researches data.

Continuous Learning - Assesses own strengths and weaknesses; seeks feedback to improve performance; strives to continuously build knowledge and skills.

Job Knowledge - Competent in required job skills and knowledge; uses resources effectively.

Use of Technology - Demonstrates required skills.

Problem Solving - Identifies and resolves problems in a timely manner.

Customer Service - Responds promptly to customer needs; responds to requests for service and assistance; meets commitments.

Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.

Cooperation - Establishes and maintains effective relations; exhibits tact and consideration.

Managing Customer Focus - Promotes customer focus.

Oral Communication - Listens and gets clarification; responds well to questions.

Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed.

Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.

Quality Management - Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness.

Diversity - Shows respect and sensitivity for cultural differences; promotes a harassment-free environment.

Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values.

Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities; supports affirmative action and respects diversity.

Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.

Achievement Focus - Sets and achieves challenging goals.

Personal Appearance - Dresses appropriately for position.

Attendance/Punctuality - Is consistently at work and on time; arrives at meetings and appointments on time.

Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan.

Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; asks for and offers help when needed.

Innovation - Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas.

Judgment - Exhibits sound and accurate judgment; includes appropriate people in decision-making process.

Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives.

Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.

Quantity - Completes work in timely manner.

Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions ; uses equipment and materials properly.