Executive Assistant to VP of EWD and CTE

Cape Fear Community College•Wilmington - Downtown Campus, NC

25d•Onsite

About The Position

The principal purpose of this position is to provide executive level administrative support and coordination to the Vice President of Economic & Workforce Development and Career and Technical Education for the efficient operation of the division with a focus on management of operations and customer service. This position may perform a variety of complex and confidential administrative duties and will interact with senior level administrators, faculty, staff, students, and the public. Assignments may be broad in nature requiring creativity and ingenuity and incumbents may be responsible for defining approaches to projects. This position will be expected to coordinate and define tasks, assemble spread sheets and documents.

Requirements

General principles and practices of fiscal, statistical, and administrative data collection and report preparation.
Microsoft Office Suite and Google 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
Perform responsible and complex administrative work involving the use of independent judgment and personal initiative
Interpret and apply the policies and procedures of the function to which assigned
Coordinate work assignments with others
Respond to routine inquiries and requests for information
Work independently in the absence of supervision
Establish and maintain cooperative working relationships with those contacted in the course of work
Interpret and apply CFCC goals, objectives, policies, procedures, rules, and regulations
Draw solutions from a wider range of experience
Solve problems in a timely manner
Maintain effective audio-visual discrimination and perception needed for: Making observations, Reading and writing, Communicating with others, Operating assigned equipment, Handling varied tasks simultaneously
Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following: Standing or sitting for extended periods of time, Operating assigned equipment, Handling varied tasks simultaneously, Bending, stooping, climbing, or lifting up to 25 pounds
Maintain mental capacity, which allow the capability of: Making sound decisions, Responding to questions
Relevant experience in an administrative/clerical capacity involving public contact and responsibilities requiring tact and confidentiality
Demonstrates mastery of computer skills with knowledge of all Microsoft Office Programs and Web-based environments
Excellent judgement and creative problem-solving skills including negotiation and conflict resolution skills, results oriented and exceptional written communication, oral communication, and interpersonal skills.

Nice To Haves

Experience supporting executive level administrators in higher education, government, or business industries

Responsibilities

Perform complex and confidential administrative activities for VP level management including but not limited to: Direct and manage tasks and projects for the office making independent decisions on administrative matters; develop and implement and maintain written procedures to control the flow of administrative work and project completion and is responsible for office operations within scope of authority.
Compose and prepare complex correspondence, responses, and other documents.
Prepare reports and graphic materials as assigned, may analyze data and formulate responses.
Ensure that regulatory or accrediting agencies receive appropriate forms and reports.
Screen calls and respond to sensitive complaints and requests for information.
Prepare meeting minutes and other correspondence and documentation as needed.
May participate in budget preparation and administration.
Maintain day-to-day department operations.
Act as liaison for the business unit and serve as the public face of the area.
Oversee the daily functioning of the division including all related tasks and duties
Serve on committees and Advisory boards to provide administrative support
Engage in professional development
Assume other administrative duties as assigned
Order Instructional supplies and equipment
Complete special projects as assigned
Perform support work as assigned including special projects, special reports, responses to inquiries, etc. at an executive level.
Coordinate the calendar of the VP.
Organize programs, events, meetings and conferences.
Serve on committees and provide administrative support when necessary.
Provide assistance to students when necessary.
Assist other staff and faculty.
Engage in professional development.
Assume other administrative duties as assigned.
Adhere to legal requirements and regulations maintaining confidentiality and utilizing discretion.
Ensure security and maintenance of confidential materials, information and professional files.
Assist with divisional travel approvals, arrangements, and reimbursement processes.
Maintain P-card receipts and reconcile P-card transactions.
Assist with spring and summer commencement and student recognition ceremonies as needed.
Support divisional committees as assigned including organizing, recording, distributing minutes and disseminating evaluations as necessary.
Support divisional budgeting and planning processes; compile information and data; prepare requisitions; coordinate purchasing activities as assigned.
Perform related duties and responsibilities as required.