Senior Administrative Associate- Office of the Associate Vice President, Budget & Financial Services
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. 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, and 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 and purchase requisitions, obtain quotes, perform 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, prepare travel schedules, and make 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.
- Ability to understand and effectively apply office practices and procedures.
- Ability to interpret complex documents, regulations, professional standards, and specifications.
- Must possess excellent and highly effective analytical and problem-solving skills.
- Experience conducting research, compiling data, and preparing reports.
- Strong organizational, interpersonal, and time-management skills.
- Must be detail-oriented.
- Highly effective communication skills.
- Extensive ability to maintain confidentiality.
- Ability to establish and maintain effective working relationships.
- Proficient computer skills to include Internet navigation through Microsoft Edge and Google Chrome, Microsoft 365 Office Suite which includes; Outlook, Word, Excel, PowerPoint, Adobe Acrobat DC and computer clipart, and graphics.
- Experience providing effective customer service.
- Must possess effective telephone etiquette skills.
Responsibilities
- Assist with the coordination and administration of office operations
- 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
- 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, and 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 and purchase requisitions, obtain quotes, perform 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, prepare travel schedules, and make 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
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Industry
Educational Services
Education Level
Associate degree
Number of Employees
1,001-5,000 employees
