Senior Administrative Associate - Financial Aid Office

El Paso Community College • El Paso, TX

355d

About The Position

Provide advanced administrative support in an office environment with a variety of complex, technical, and confidential tasks to an Executive level Administrator with district support responsibility. Requires the use of judgement and discretion to handle administrative matters following policy in supervisor's absence or to relieve supervisor. This position must deal with irrational situations where the outcome is unpredictable. In-person work on campus is an essential function of this position. Assist with the coordination and administration of office operations to include establishing and implementing office practices and procedures. Establish and implement a system of monitoring policy proposals and actions. Provide work direction and supervision to administrative support staff and direct supervision of assigned student workers and part-time clerical staff assigned to the Office. Serve as resource person in the division. Perform advanced technical and confidential administrative support functions, including research, preparation, editorial input, and composition of correspondence. Conduct research, compile and type statistical reports, and verify accuracy as required. Organize and maintain routine and confidential files, correspondence and other records. Greet visitors, respond to questions and concerns or refer as appropriate, answer and screen telephone calls, schedule and arrange conference calls. Read, route, and respond to incoming and outgoing mail and correspondence, including e-mail and faxes. Perform a variety of fiscally related tasks to include monitoring of expenditures and provide input for departmental budget. Verify charges and resolve issues. Prepare and process check requests, purchase requisitions, obtain quotes, budget transfers, and journal entries. Order and maintain supplies, and arrange for equipment maintenance. Arrange meetings and conferences, prepare agendas and materials, distribute summary of proceedings, reserve and prepare facilities, and record and transcribe minutes of meetings. Plan events, arrange travel schedules and reservations, including related expense reports. Process Abstracts for Board of Trustee meetings to include assisting with proofreading, grammar, format, account budget information, gathering supporting documentation, and meeting submission deadline to President's office. Responsible for completing complex special projects and other related duties as assigned.

Requirements

• Associate's Degree and four (4) years of related experience or an equivalent combination of education and experience.
• Comprehensive knowledge of office practices and procedures.
• Ability to interpret complex documents and regulations.
• Ability to multitask and prioritize work in a fast-paced environment.
• Highly effective organizational, interpersonal, and time-management skills.
• Excellent analytical and problem-solving skills.
• Clear and persuasive communication skills in both written and verbal form.
• Experience conducting research and preparing reports.
• Ability to maintain confidentiality of sensitive information.
• Ability to establish and maintain effective working relationships.
• Effective telephone etiquette and customer service skills.
• Proficient in Microsoft Office applications, Adobe Acrobat, Excel, Access, and PowerPoint.
• Ability to maintain current social media websites.

Responsibilities

• Provide advanced administrative support to an Executive level Administrator.
• Coordinate and administer office operations, establishing and implementing office practices and procedures.
• Monitor policy proposals and actions.
• Supervise administrative support staff and student workers.
• Perform advanced technical and confidential administrative support functions.
• Conduct research and prepare statistical reports.
• Organize and maintain routine and confidential files.
• Greet visitors and respond to inquiries.
• Answer and screen telephone calls.
• Manage incoming and outgoing mail and correspondence.
• Monitor expenditures and provide input for departmental budget.
• Prepare and process check requests and purchase requisitions.
• Arrange meetings and conferences, prepare agendas, and record minutes.
• Plan events and arrange travel schedules.
• Process Abstracts for Board of Trustee meetings.
• Complete complex special projects and other related duties.

Benefits

• Equal Opportunity Employer
• Support for special events and college activities

What This Job Offers

• Job Type: Full-time
• Industry: Educational Services
• Education Level: Associate degree
• Number of Employees: 1,001-5,000 employees