Position Description

DEFINITION:

Under the supervision and direction of the Executive Director to the President’s Office the Administrative Assistant ensures that work received and leaving the Office of the President is timely accurate and achieves intended outcomes.  

In particular, the Administrative Assistant promotes proactive, accurate and positive communication at all levels within the college, with members of the Board of Trustees, and provides appropriate information to various constituencies of the college, including but not limited to the general public, business and industry partners, elected officials, governmental staff and other educational institutions.  Serves as liaison with administrative officers of the college, when appropriate and necessary.  

SUPERVISION RECEIVED AND EXERCISED:

• Receives direct supervision from the Executive Director of the President’s office
• Does not exercise supervision

Duties & Responsibilities (Essential Functions)

ESSENTIAL AND OTHER IMPORTANT FUNCTION STATEMENTS:

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

THE PRESIDENT’S OFFICE:

• Coordinate the calendar of the president with consideration to the president’s role on and off campus.
• Facilitate communication between the president’s office and all administrative offices throughout the college.
• Confidentiality is critically essential to employment in this position. 
• Ensure security and maintenance of confidential materials, information and professional files.
• Schedule Board Room and Green Room.
• Maintain all supplies and equipment for office.
• Complete special projects as assigned.
• Reconcile P-card transactions made by President’s Office and maintain purchase receipts.
• Make arrangements/reservations for President’s travel to meetings/conferences.
• OTHER DUTIES:
• Maintain permanent minutes of Board of Trustee Minutes for public information per requirement of NC General Statues and NC Auditors.
• Maintain Trustee contact information for NCCCT and CFCC Websites.
• Research, compile, and summarize data and information for special projects and reports, and confidential correspondence.
• Preparation of confidential correspondence, reports and special projects.
• Performs other job-related duties as assigned.
• Proof all information for all press releases for the College.

Other Important Functions:

OTHER IMPORTANT FUNCTIONS:

• Perform a variety of complex, responsible and confidential duties for the President’s Office involving the use of independent judgment and personal initiative; independently respond to letters and general correspondence; compose and prepare letters, memos and reports pertaining to standard policies.
• Participate in the administration of the President’s office; research, compile, analyze and summarize data for special projects and reports; prepare or direct the preparation of annual, quarterly or administrative reports; type and assemble reports, newsletters and other materials; screen office and telephone calls; respond to sensitive complaints and requests for information from the general public, students, faculty and staff; resolve concerns and complaints; refer inquiries as appropriate.
• Perform paraprofessional support work as assigned, including special research projects.  
• Maintain calendars of activities, meetings and various events.

Qualifications

QUALIFICATIONS:

Knowledge of:

• Microsoft Office Suite software (Word, Excel, PowerPoint, and Access)
• Principles and procedures of record keeping and reporting
• Advanced principles of business letter writing and report preparation
• English usage, spelling, grammar and punctuation
• Basic word processing methods, techniques and programs
• Basic mathematical principles
• Principals and techniques used in public relations

Ability to:

• Perform responsible and difficult administrative and secretarial work involving the use of independent judgment and personal initiative.

• Interpret and apply administrative and departmental policies, procedures, laws and regulations.

• Work independently in the absence of supervision.

• Compile and maintain confidential records.

• Independently prepare correspondence and memoranda.

• Excellent word processing skills necessary to complete daily tasks.

• Maintain the security of confidential matters.

• Participate in the researching, compiling, analyzing, interpreting and preparing a variety of fiscal, statistical and administrative reports.

• Respond to difficult requests and inquiries from students, faculty and staff, and/or variety of fiscal, statistical and administrative reports.

• Maintain effective audio-visual discrimination and perception needed for:
  1. making observations
  2. communicating with others
  3. reading and writing
  4. operating assigned equipment
  5. handling varied tasks simultaneously

• Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following:
  1. standing or sitting for extended periods of time
  2. operating assigned equipment
  3. typing extended periods of time

• Maintain mental capacity, which allows the capability of:
  1. making sound decisions
  2. answering questions in a tactful and appropriate manner
  3. demonstrating intellectual capabilities
  4. maintaining confidentiality where appropriate

• Communicate clearly and concisely, both orally and in writing.

• Establish and maintain cooperative working relationships with those contacted in the course of work.

EXPERIENCE AND TRAINING GUIDELINES:

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

Minimum Education/Training:

• Associate’s Degree or higher in a related field 

Minimum Experience:

• Excellent judgment and creative problem-solving skills, including negotiation and conflict resolution skills, self-reliant, results oriented and exceptional written, oral and interpersonal skills.
• Four years of increasingly responsible secretarial and administrative experience.

Preferred Education/Training, Experience, Skills:

• Associate’s Degree or higher preferably in Office Systems Technology, Business Administration or directly related field.

Supplemental Information

Special Instructions to Applicants:

• This position REQUIRES UNOFFICIAL TRANSCRIPTS AND/OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying.

• Successful candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If highest level of education is High School diploma or equivalent, proof of completion is required. 

• Successful candidates who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master’s degree conferred by a regionally accredited college or university in the United States.