Executive Assistant P-12 Partnerships and Districtwide Scheduling

Collin College•McKinney, TX

5d•Onsite

About The Position

Provide advanced administrative support for the vice president of academic operations, including coordination of the daily schedule of appointments, meetings, conferences (on and off campus) and travel arrangements. Take minutes when necessary. Prepare agenda and other documents and completes tasks assigned related to a variety of meetings. Participate in data analysis and planning pertaining to districtwide course scheduling.

Requirements

Knowledge of entry level accounting
Knowledge of Microsoft Word and Excel
Knowledge of college policies and procedures
Knowledge of Banner, Argos, WorkDay, and Ad Astra
Prioritization skills
Research skills
Customer service skills
Proofreading skills
Organizational skills
Multi-tasking skills
Ability to pay attention to detail
Associate degree from an accredited institution.
Four (4) years of related experience.
An additional two (2) years of directly related experience may be substituted for the associate degree requirement.
This position is Security Sensitive, therefore, candidates will be subject to a criminal background check.

Responsibilities

Answer inquiries and transmit instructions and recommendations on behalf of the vice president and in the absence of the vice president.
Represent the vice president and the department in communications with administrators, faculty staff, students, public officials, and the community.
Inform vice president and department staff of actions and recommendations on their behalf.
Prepare a wide variety of forms, documents and reports, including contracts, financial records and forms, state or county documents and reports, enrollment and scheduling reports, board and division meetings, conferences, and travel records; creates and maintains filing system as required by law; proofreads all work to ensure accuracy, etc.
Assist with preparation, revision, implementation, maintenance and monitoring of the division budget.
Orders office supplies, equipment and services through appropriate purchasing system.
Process numerous financial documents according to Business Office procedures.
Assist in planning, hosting, and supporting official events sponsored by the President's Office.
Use current systems to acquire needed information on students, faculty loads, facilities scheduling, and budget.
Maintains confidentiality in all matters related to the executive's office, including organizational plans and human resources matters.
Open, sort and distribute mail and electronic communications as needed.
Maintain filing system including correspondence and inventory records.
Serve as backup and assist districtwide executive assistants as needed.
Attend necessary training classes as required and seeks out those classes which add further support to the executive's office.
Maintain the division website.
May supervise staff, other office personnel and/or student assistants including hiring, staffing and evaluating performance of assigned staff.
Maintain working knowledge of college policies and procedures and respond to emergency situations in a calm and professional manner.
Perform other duties as assigned.
Perform all duties and maintains all standards in accordance with college policies, procedures and Core Values.