Senior Administrative Associate - Office of the Vice President, Student & Enrollment Services

El Paso Community College•El Paso, TX

32d•Onsite

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. 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 for 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 Trustees 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 which demonstrates possession of the required knowledge, skills, and abilities.
Comprehensive knowledge and ability to effectively apply office practices and procedures.
Ability to interpret complex documents, regulations, professional standards, and specifications.
Ability to multi-task and prioritize work in a fast-paced office environment.
Must possess highly effective organizational, interpersonal, and time-management skills, and be detail-oriented.
Must possess excellent and highly effective analytical and problem-solving skills.
Must be able to communicate clearly, informatively, and persuasively in both written and verbal form.
Experience conducting research, compiling data, and preparing reports.
Ability to maintain confidentiality of sensitive work-related information and materials.
Ability to establish and maintain effective working relationships.
Experience providing effective customer service.
Must possess effective telephone and computer etiquette skills.
Proficient computer skills to include internet access and navigation, Microsoft Office applications, Adobe Acrobat, and Banner.

Responsibilities

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 for 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 Trustees 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.