Assistant, Executive

Austin Community College

1d • $63,581 - $79,476

About The Position

Provides executive-level administrative support to an executive vice president, vice president, or associate vice president. The role manages correspondence and requests, coordinates schedules and events, supports budget and purchasing activities, maintains records and tracking systems, and coordinates special projects. The position may also assign and review the work of office personnel. Work is performed in a standard office or similar environment.

Requirements

• Three years of related work experience.
• Associate degree, or an eligible substitution of four years of related work experience. Applicants using work experience to substitute for the education requirement must have additional related work experience to satisfy the required experience.
• Knowledge of college operations, organization, policies, and procedures; records retention, preservation, and recording; budget preparation and expenditure control; office management; and correct English usage, grammar, spelling, punctuation, and vocabulary.
• Customer-oriented, solutions-focused approach; ability to prepare and process purchase orders and manage inventory/property.
• Ability to establish effective working relationships and maintain an established work schedule.
• Effective interpersonal and communication skills, including tact, diplomacy, and confidentiality.
• Strong organizational and planning skills, attention to detail, and follow-through.
• Ability to compile and organize complex material, summarize discussions and actions in reports, and review and prepare narrative and statistical reports and records.
• Ability to interpret and apply rules, regulations, policies, and procedures; analyze situations and select an effective course of action; and maintain confidentiality.
• Ability to use spreadsheet, word processing, database, and presentation software.
• Ability to perform the essential functions of the job with or without reasonable accommodations.

Responsibilities

• Receive, prioritize, and respond to incoming correspondence, requests, reports, and telephone or email contacts for an executive vice president, vice president, or associate vice president.
• Expedite documents and other items requiring action, and work with staff and community members to resolve issues related to college activities.
• Organize and maintain schedules, calendars, appointments, meetings, and events, including agendas, minutes, equipment, locations, information packets, and follow-up actions.
• Perform complex computer activities, including word processing, data processing, scheduling, and creating visual and graphic presentations.
• Coordinate and maintain operating budgets; receive and process requests for expenditures such as travel, equipment purchases, and funds for activities and events.
• Establish and maintain files, logs, and tracking systems for information, projects, and events; may update websites or use social media.
• Coordinate special projects, including researching and analyzing information and data, interpreting and applying policies and procedures, and recommending alternative solutions.
• May assign and review the work of office personnel.
• Follow safety rules, report unsafe conditions or behavior, and take reasonable and prudent actions to prevent unsafe practices.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree