Assistant to the Vice President for Institutional Compliance (Reg FT)

Community College of Allegheny County (CCAC) • Pittsburgh, PA

10d • Onsite

About The Position

Performs significant and advanced administrative assistance to the Vice President for Institutional Compliance and manages the Vice President’s Office; accountable for management of complex clerical and administrative duties; may review the work of assigned clerical personnel. Works under limited supervision with significant latitude for the use of initiative and independent judgment. Must be able to use all software available to the Vice President with proficiency.

Requirements

• A bachelor’s degree in communications, liberal arts, business, marketing or related field. A minimum of three years of related experience in similarly responsible positions in complex institutions.
• Proven logistical and project management skills.
• Ability to manage complex and multiple projects on behalf of the Vice President.
• Excellent ability to exercise good judgment and critical thinking skills.
• Strong ability to research complex issues and report outcomes to the Vice President.
• Ability to handle confidential matters with discretion.
• Be adaptable to various competing demands.
• Demonstrate the highest level of customer/client service and response.
• Ability to manage multiple priorities and work independently under pressure.
• Knowledge of MS Excel, Word, PowerPoint, Outlook and use the internet proficiently.
• Knowledge of the use of student information systems strongly preferred.
• Knowledge about managing the web presence of the office.
• Strong written and verbal communication skills.
• Ability to serve as the front-line and intake function for the office.

Nice To Haves

• Knowledge of the use of student information systems strongly preferred.

Responsibilities

• Manages the day-to-day operations of the Office of Institutional Compliance.
• Assists the Vice President in processing orders; assists in the research for and development of grant proposals and budgets for such proposed grants; assists in ensuring that budgets are reviewed on an ongoing basis by the Vice President. Performs accounting functions related to accounts payable or receivable.
• Performs a wide variety of complex, responsible and confidential administrative duties for the Vice President including managing the calendar; completing expense reports; arranging travel plans, itineraries and agendas, and compiling documents associated with travel related meetings.
• Maintains confidentiality of student and employee information in accordance with applicable law and college policies, and develops and implements protocols and procedures protect confidentiality of office records.
• Plans, manages and implements complex programs that are sponsored by the office and allocates the budget related to those programs under the direction of the Vice President.
• Research issues and concerns addressed to the Vice President (including confidential and sensitive issues) and reports findings to the Vice President; may recommend appropriate course of action; and /or may refer or respond when appropriate.
• Assists the Vice President by: Writing, editing and preparing correspondence (that can be confidential and/or sensitive), speeches, reports, articles, online/social media posts.
• Prepares PowerPoint presentations and Excel spreadsheets.
• Collects data using Survey Monkey and the Administrative Review System.
• Consults with the office staff for the production of analytics for consideration by the Vice President.
• Proofreads and drafts copy for programs, invitations and other materials.
• Track RSVPs; coordinates events and departmental trainings.
• Updates the office’s web pages.
• Serves as the Vice President’s gatekeeper; provides direct access to the Vice President through management of the calendar and appointments.
• Provides logistics and arranges travel, meetings and conferences; keeps the Vice President well informed of commitments and responsibilities.
• Provides project support to the Vice President.
• Provides communication between the Vice President’s office and internal and external stakeholders and partners.
• Maintains the minutes for monthly office staff meetings, constituent meetings with college and community groups called by the Vice President, and other office team members as requested.
• Stays current and keeps the Vice President abreast of key College strategies, goals, and policies and ensures that the office advances the mission, strategies, and goals of the college.
• Understands organizational policies and procedures to ensure appropriate protocols are followed.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and manages projects and/or follows-through on projects to successful completion, often with deadline pressures.
• Initiates and maintains a variety of files and records; orders and purchases supplies for programming and events
• Plans, assigns, and supervises the work of assigned clerical personnel and work study students; assists with the completion of performance evaluations of assigned personnel; train staff in office methods and procedures.
• Performs other duties as required or assigned.

Benefits

• At CCAC, we take pride in offering an exceptional benefits package designed to support our employees’ personal and professional well-being:
• Comprehensive Health Coverage: Access to an excellent health plan with a very low out-of-pocket expense network option.
• Generous Time Off: Enjoy a range of time-off benefits that are tailored to your position, along with a four-day workweek in the summer for an ideal work-life balance. These benefits vary and may include vacation, personal, sick, and holiday pay, as well as options like collegial coverage for faculty.
• Retirement Planning: Options include a 403(b) retirement plan with up to 10% employer match or a state-defined benefit pension.
• Financial Peace of Mind: Employer-paid benefits include group life insurance, short/long-term disability, and access to flexible spending accounts (FSAs).
• Wellness Support: Our Employee Assistance Program (EAP) is available for confidential support, with resources to address personal and professional challenges.
• Educational Support: Take advantage of tuition waivers, tuition reimbursement, Public Service Loan Forgiveness (PSLF) eligibility, and a variety of professional development opportunities to grow your career.
• Exclusive Employee Perks & Rewards: Save on theme parks, sporting events, electronics, and more!
• Additional Advantages: Free employee parking to make your commute easier.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 501-1,000 employees