Executive Assistant to the Vice President for Administration

SALARY:$42,000.00 - $46,000.00 Annually

DIVISION:Administration

DEPARTMENT:Vice President for Administration

OPENING DATE:05/12/22

CLOSING DATE:06/02/22 05:00 PM

OCCUPATIONAL SUMMARY:

The Executive Assistant to the Vice President for Administration provides administrative, clerical and project management support to the Vice President for Administration and other areas as needed within the Administration Division. This position represents the College and the Vice President for Administration in a positive and professional manner to staff members and the external community.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Assists the Vice President for Administration in planning, organizing, coordinating and executing the administrative functions of the Administration Division
• Prepares memorandums, correspondence, minutes, reports, purchase requisitions and check requests for the Vice President for Administration and management team as needed
• Maintains files for memorandums, correspondence, minutes, reports, records and inventories for the Administration Division
• Operates and utilizes office technologies to input, retrieve, compile, type, print, copy, duplicate, image and store data
• Responds by telephone, email and/or personal contact to inquiries; as necessary and efficient, forwards inquiries to other appropriate staff members
• Coordinates the Vice President’s calendar including appointment scheduling and meeting arrangements
• Assists the Vice President in the development and preparation of presentations
• Assists the Vice President in monitoring leave requests and other work-related documentation pertaining to the Vice President’s direct reports
• Coordinates and makes travel arrangement for the Vice President; initiates appropriate travel authorizations; calculates and prepares travel reimbursement forms for expenses incurred
• Assists in maintaining and monitoring division budgets
• Develops spreadsheets and databases at the Vice President’s request to maintain information
• Researches information and gathers documents as requested to support the Vice President
• Consults with the Vice President for Administration on division matters
• Continuously searches for opportunities, technologies and practices that improve the efficiency and performance of the Vice President’s office
• Participates in appropriate committees and task forces as assigned
• Performs other job-related duties and projects as assigned in support of the College’s mission, core values and goals

MINIMUM QUALIFICATIONS:

Associate’s degree from a regionally accredited institution of higher learning.

Three (3) years’ experience in a senior administrative role providing high-level support to executive level staff or a setting with similar job responsibilities.

Preferred:

Bachelor’s degree from a regionally accredited institution of higher learning.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge

• Understanding of and commitment to the community college mission
• Administrative and clerical procedures and systems, and office management 
• General management principles, practices and procedures
• Knowledge of, or the ability to learn, policies, procedures, and guidelines established by professional organizations and/or governing agencies
• Advanced knowledge of business letter writing and report preparation
• Advanced knowledge of record control 
• Knowledge of customer service principles

 
Skills

• Advanced computer skills and technical proficiency in Microsoft Office applications, smart boards, iPads, tablets, VOIP, etc.
• Highly developed analytical skills, writing and presentation skills and communication skills that allow for effective communication with all stakeholders
• Attention to detail and high level of accuracy
• Highly effective planning, coordination and organizational skills to meet work deadlines
• Interpersonal skills with proven ability to work in a team environment
• Recording, compiling, analyzing and summarizing data; making independent judgements and coordinating details in conjunction with College and departmental policies and procedures

 
 
Abilities

• Ability to analyze situations and exercise sound judgement in making decisions
• Ability to display tact and poise at all times
• Ability to handle confidential information with absolute discretion
• Multi-task and organize, prioritize, and follow multiple projects and tasks through to completion with an attention to detail
• Work independently in meeting various time deadlines and work pressures with frequent interruptions 
• Effectively identify and resolve various problems related to everyday administrative support functions
• Provide high-quality customer-oriented service
• Commitment to diversity, equity and inclusion; demonstrated ability to work effectively with a culturally diverse workforces, including those with different levels of academic preparation and varying physical and learning abilities, and socioeconomic levels

APPLICATIONS MAY BE FILED ONLINE AT:
https://www.schooljobs.com/careers/cravencc/jobs/3552650/executive-assistant-to-the-vice-president-for-administration

800 College Court
New Bern, NC 28562
252-638-7335

hr@cravencc.edu

Position #2022-00038
EXECUTIVE ASSISTANT TO THE VICE PRESIDENT FOR ADMINISTRATION
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