Under the direction of the President, performs a wide variety of complex, confidential, and independent administrative support duties at an executive level for the President and Board of Trustees, which requires substantive knowledge of the total organization of the community college.  This is an exempt position.

Essential Duties

THE PRESIDENT’S OFFICE:  Screens telephone calls, visitors, mail, and various requests; routes inquiries, problems, and documents to appropriate personnel.  Coordinates arrangements for meetings, conferences or special events and activities; locates appropriate space; notifies participants of date, place and time; assists in the preparation of the program as needed; may attend to assist or to take minutes.  Maintains calendar and schedule for the President; coordinates travel arrangements, registration, and reimbursements for President.  Composes correspondence for the President.  Retrieves and sends electronic mail.  Acts as recorder for College Council meetings.    Files and retrieves materials based on full knowledge of the records management system in the office.   Reviews general statutes, State Board of Community Colleges Code, ethics laws, open meeting laws, executive orders, etc. for revisions or additions that will affect the college.  Serves as resource for other assistants/secretaries/departments.  Facilitates communication between president, faculty, staff, and students.  Promotes positive public relations for the college, as well as for the Office of the President.  Keeps president informed of appropriate appointments, activities, correspondence, messages, or other important information.  Monitors inventory of department equipment, forms, and supplies.  Serves on institutional committees as appointed.  Ensures documents requiring the president’s signature are prepared appropriately.  Serves as notary public for President’s Office.  Performs other duties as assigned.

THE BOARD OF TRUSTEES:  Prepares notices and materials for Board of Trustees meetings, including sending out notices, compiling the agenda, obtaining and copying all backup and information materials for the meetings; attends meetings, and records, distributes, and maintains official minutes of Board and Board committee meetings.  Coordinates travel arrangements, registration, and reimbursements for Board members.  Schedules trustee training as needed.  Maintains trustee information with external agencies.  Responds to requests from State Ethics Commission.  Maintains archives for Board of Trustees.  Serves as BOT Liaison and a resource for questions as they arise.  Leads logistics necessary to hold Board of Trustee events, especially official meetings.  Prepares orientation materials for new trustees.  Interprets excerpts from the Open Meetings Act as needed.  Reviews Bylaws of the Trustees of WCC and submits recommended revisions/additions to the President.  Provides routine communications to members of the Board of Trustees. 

Qualifications

Knowledge Of:  Principles and practices of PC and related software.  Knowledge of office procedures.  Principles and procedures of recordkeeping. NC General Statutes and State Board of Community Colleges Code.  Ability To:  Function at high level of independence with minimal supervision and consistent initiative.  Coordinate events, schedules, meetings, etc. with minimal supervision using excellent judgment and creative problem-solving skills, including negotiation and conflict resolution skills.  Political and social sensitivity.  Demonstrate excellent public relations and communication skills.  Strong administrative and organizational skills.  Supervisory skills.  Ability to maintain confidentiality.  Demonstrate exceptional written, oral and interpersonal skills, using correct grammar, vocabulary, and spelling.  Be organized, with a flexible attitude.  Plan, organize and decide work flow and work priorities independently.   Schedule and coordinate a variety of appointments, meetings, and conferences.  Organize and effectively process and maintain records and files systems.   Establish and maintain effective working relationships with the Board, the President, administrators, staff, community and State officials, and the general public.