Executive Assistant to the President & Board of Trustees

Executive Assistant to the President & Board of Trustees

Employer

Davidson County Community College
297 DCCC Road
Thomasville, NC 27360
Phone: 336-249-8186

Job Location

PHYSICAL ADDRESS:

Davidson County Community College
297 DCCC Road
Thomasville, NC 27360

(Located between Thomasville and Lexington off of Hwy 29/70)

Salary/Grade

$39,166.00 - $50,916.00 Annually based on candidate's experience, education and the state budget

Benefits

State of NC Full-time Benefits

Job Category

  • Clerical

Application Period

Opens: Tuesday, September 4, 2018
Closes: Wednesday, September 26, 2018

Target Start Date

Tuesday, January 1, 2019

Expected Work Hours

As required to meet the needs of the college.

Reports to

President

Employment Type

Full-time Permanent

Minimum Qualifications

Required:
 

  • Bachelor's degree in business/office management, computer information or similar program of study from a regionally accredited institution
  • Minimum three (3) years of recent administrative support experience, preferably within an institution of higher education
  • Minimum one year of recent experience in database management

 
Knowledge, Skills and Abilities: 

  • Proficient computer skills.  Ability to handle documents and files, creating, correcting, formatting.  Work experience with word processing, database, spreadsheet, presentation, and communications software.  Willingness to be continually updated in these skills.
  • Outstanding interpersonal and communication skills and the ability to function well as a member of a team.
  • Ability to compose documents, using correct grammar and punctuation. 
  • Accuracy and attention to detail is a must
  • Strong organizational skills and deadline management
  • Ability to organize and maintain files for ready access
  • Must be flexible
  • Must be able to handle extremely confidential information
  • Must be willing to work flexible schedules as needed.  Will be in constant contact with the public at all times. 
  • A high level of technical proficiency in the collection, management, and use of electronic information.
  • Skill in the use of computers (MS Office) and commitment to using technology
  • Familiarity with and appreciation for the mission of a comprehensive community college
  • Ability to relate personally and professionally with the varied and diverse visitors, guests, students, staff, state and federal officials, and other clientele of the president's office and the board
  • Ability to work independently with limited supervision, organize multiple priorities and deadlines, and work efficiently and calmly under pressure 

Competencies: 

  • Information/Records Administration – Ability to compile, assimilate and organize both printed and electronic information. Ability to apply knowledge of data collection, storage, organization, manipulation and/or analysis of data
  • Office Technology – Ability to utilize office equipment and other relevant technology (software and systems) to meet organizational needs
  • Problem Solving – Ability to identify and understand issues, problems and opportunities, use effective approaches or choosing a course of action or developing appropriate solutions
  • Work Coordination – Ability to facilitate the flow of work, facilitate or direct the office support activities and coordinate work with staff; ability to maintain internal and external contacts for work coordination
  • Budgeting – Plans and monitors the use of expenditures to meet organizational objectives and compliance
  • Program Knowledge – Understanding of services, policies and procedures; ability to demonstrate and apply this knowledge in performance of office support tasks; ability to explain and interpret information to appropriate audience

Preferred Qualifications

ALL OF THE ABOVE

Position Description

 

SUMMARY:

The Executive Assistant provides highly responsible administrative support for the President and the Board; serves as a primary point of contact between these parties and the general public, employees and the community while exercising discretion and independent judgment in interpreting College policies, procedures, and practices. Some evening and weekend hours are required for this position as well as occasional travel. The position reports to the President and has the following responsibilities:
 

RESPONSIBILITIES:

  • Receive, review, and disseminate information for the President and the Board.
  • Perform customer service duties for the President's Office including answering telephones, greeting visitors, scheduling appointments.
  • Draft, review, and route correspondence for President and the Board as appropriate.
  • Manage all travel arrangements for the President and the Board of Trustees.
  • Maintain and secure the depository of official documents and files for the President and the Board.
  • Maintain and update Administrative Guidelines and Board Policy manual.
  • Troubleshoot for faculty, staff, students, and public sector when they run into roadblocks regarding college policy and procedures.
  • Interpret DCCC policies, rules and regulations, and provide information in response to complaints and/or refer to appropriate personnel.
  • Prepare papers and reports for consideration and presentation for the President and the Board as requested.
  • Manage and maintain the President's schedule, calendar and appointments.
  • Assemble and prepare material for meetings of the Board of Trustees; attend all Board of Trustees regular and special called meetings and committee meetings; maintain minutes, correspondence and prepare Summary of Board Activities for the fiscal year; oversee archival of minutes and materials for the Board of Trustees.
  • Plan luncheons and receptions; select menus and coordinate catering arrangements.
  • Respond appropriately and effectively to inquiries via phone, e-mail and one-on-one meetings with staff and external constituencies.
  • Serve as the campus liaison to the College attorney.
  • Collaborate with Department staff to plan and implement group/team meetings and other outreach activities associated with the President's office.
  • Assist the President in the development and preparation of presentations; monitor leave requests and other work-related documentation pertaining to the President's direct reports.
  • Develop spreadsheets and databases to maintain current information for the Presidents' Office and the Board of Trustees.
  • Work with the Vice Presidents and other senior staff to ensure that issues are handled in a timely and appropriate manner in the absence of the President.
  • Coordinate with administrative staff within the President's office to ensure efficient office coverage; continuously search for opportunities, technologies, practices and systems that improve the operation of the President's office.
  • Generate, receive and maintain confidential and sensitive files, information and reports.
  • Serve on college committees as appropriate.
  • Maintains sensitivity, understanding and respect for a diverse academic environment, inclusive of students, faculty, and staff of varying social, economic, cultural, ideological, and ethnic backgrounds.
  • Supports the mission, vision, and values of the College and attends College events and meetings.
  •  Performs other duties appropriate to the title and as assigned that support the mission of the College.

QUALIFICATIONS:

Required:

  • Bachelor's degree in business/office management, computer information or similar program of study from a regionally accredited institution
  • Minimum three (3) years of recent administrative support experience, preferably within an institution of higher education
  • Minimum one year of recent experience in database management

 
Knowledge, Skills and Abilities: 

  • Proficient computer skills.  Ability to handle documents and files, creating, correcting, formatting.  Work experience with word processing, database, spreadsheet, presentation, and communications software.  Willingness to be continually updated in these skills.
  • Outstanding interpersonal and communication skills and the ability to function well as a member of a team.
  • Ability to compose documents, using correct grammar and punctuation. 
  • Accuracy and attention to detail is a must
  • Strong organizational skills and deadline management
  • Ability to organize and maintain files for ready access
  • Must be flexible
  • Must be able to handle extremely confidential information
  • Must be willing to work flexible schedules as needed.  Will be in constant contact with the public at all times. 
  • A high level of technical proficiency in the collection, management, and use of electronic information.
  • Skill in the use of computers (MS Office) and commitment to using technology
  • Familiarity with and appreciation for the mission of a comprehensive community college
  • Ability to relate personally and professionally with the varied and diverse visitors, guests, students, staff, state and federal officials, and other clientele of the president's office and the board
  • Ability to work independently with limited supervision, organize multiple priorities and deadlines, and work efficiently and calmly under pressure 

Competencies: 

  • Information/Records Administration – Ability to compile, assimilate and organize both printed and electronic information. Ability to apply knowledge of data collection, storage, organization, manipulation and/or analysis of data
  • Office Technology – Ability to utilize office equipment and other relevant technology (software and systems) to meet organizational needs
  • Problem Solving – Ability to identify and understand issues, problems and opportunities, use effective approaches or choosing a course of action or developing appropriate solutions
  • Work Coordination – Ability to facilitate the flow of work, facilitate or direct the office support activities and coordinate work with staff; ability to maintain internal and external contacts for work coordination
  • Budgeting – Plans and monitors the use of expenditures to meet organizational objectives and compliance
  • Program Knowledge – Understanding of services, policies and procedures; ability to demonstrate and apply this knowledge in performance of office support tasks; ability to explain and interpret information to appropriate audience

ADA SUMMARY:

ADA requirements for this position include critical thinking skills with the ability to process information and exercise good judgment; ease of mobility within the work environment and other areas of campus and College locations; travel between campus locations may be required; and effective use of all forms of communication including use of computer.

 

APPLICATIONS MAY BE FILED ONLINE AT:
https://www.davidsonccc.edu/Employment
 

Position #2018-00076
EXECUTIVE ASSISTANT TO THE PRESIDENT & BOARD OF TRUSTEES

How to Apply

APPLICATION MUST BE SUBMITTED ON DCCC WEBSITE:     For complete job description and the electronic application, please go to the employment page of our website, https://www.davidsonccc.edu/Employment, click on Search Jobs Icon, then select position title TO SUBMIT THE ELECTRONIC APPLICATION.  Note:  We do not accept resumes without the completed application.

Application Requirements:

1) Complete online application

2) Cover letter, stating your qualifications related to (a) position responsibilities and qualifications and (b) College purpose, vision, and organizational competencies (a resume is NOT a cover letter)

3) Unofficial transcripts from a regionally accredited institution (uploaded with application, sent electronically, faxed or mailed.)   International transcripts must be evaluated by WORLD EDUCATION SERVICES (WES).   Official transcripts are required within 30 days of employment. 

Job Post Contact

Eleanor Brewer,  Administrative Support Staff, Human Resources

Davidson County Community College

336-249-8186 ext. 6360

Fax:  336-249-1933

hr@davidsonccc.edu