Compensation: $21.20 hourly

Compensation Type: Non-Exempt

Employment Type: Regular

Grade: NE10

 

 

Position Summary

This position is primarily responsible for providing administrative assistance to the Executive Vice President.

 

MAJOR DUTIES

• Manages an ever-changing calendar while consistently keeping the Executive Vice President aware of the changes.

• Makes travel arrangements as requested.

• Processes departmental expenses; tracks budget expenditures.

• Makes preparations for meetings and conferences; attends meetings to transcribe minutes and take notes.  Assists the Executive Vice President in drafting Board agenda items and necessary/required background commentary.

• Remains informed of problems, situations, and conditions of special interest to the Executive Vice President; exercises independent judgment concerning matters requiring the Executive Vice President’s attention to ensure timely action.

• Represents the Executive Vice President by welcoming visitors, responding to inquiries from diverse college constituencies, providing information regarding policies or decisions, referring inquiries or problems, and resolving problems.

• Researches and gathers information as requested by the Executive Vice President.

• Maintains department files and records; tracks documents received and sent.

• Maintains and displays a positive attitude; ability to work well in what is, at times a stressful environment.

• Provides administrative support to CHESS committee(s) on which EVP functions in a leadership position.

• Uses good judgment with respect to confidential matters.  Able to maintain strict and absolute confidentiality.

• Must be able to work as a contributing member of a high performing team.

• Performs related duties.

 

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of modern office practices and procedures.

• Knowledge of computers and job-related software programs.

• Knowledge of social engineering defenses required to prevent cyberbreaches.

• Knowledge of budget management principles.

• Knowledge of college policies and procedures.

• Skill in prioritizing and organizing work.

• Skill in conducting research and preparing reports.

• Skill in managing time and determining priorities.

• Skill in being judicious and diplomatic in granting meetings with & access to Executive Vice President.

• Skill in oral and written communication.

 

SUPERVISORY CONTROLS

The Executive Vice President will assign work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy and the nature and propriety of the final results.

 

GUIDELINES

Guidelines include board policies, employee handbooks, generally accepted accounting principles, and college policies and procedures. These guidelines require judgment, selection and interpretation in application.

 

COMPLEXITY/SCOPE OF WORK

• The work consists of varied administrative duties.  The varied functions of the office combined with a diverse constituency contribute to the complexity of the position.

• The purpose of this position is to provide administrative support for the operations of the Executive Vice President.

 

CONTACTS

• Contacts are typically with co-workers, other college employees, students, and the general public.

• Contacts are typically to give or exchange information, resolve problems, and provide services.

 

PHYSICAL DEMANDS/WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing or stooping. The employee occasionally lifts light objects.

• The work is typically performed in an office.

 

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

MINIMUM QUALIFICATIONS

• Knowledge and level of competency commonly associated with the completion of an associate’s degree in a course of study related to the occupational field.

• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/ internship or having had a similar position for one to two years.

 

The following REQUIRED documents must be submitted with application in order to be considered. Upload all required documents under the Application Questions 2 section for "Additional Documents Required".

• Cover Letter (Required)
• Curriculum Vitae (CV) or Resume (Required)
• Names and contact information for three current/former supervisors.

EEO STATEMENT: San Juan College is dedicated to providing equal employment and educational opportunities without regard to race, color, religion, sex, sexual orientation, gender identity, national origin. disability, age, genetic, veteran's status, or on the basis of any other category protected under federal, state and local laws.