Administrative Assistant to the VP for Administrative Services

The Administrative Assistant to the VP for Administrative Services is responsible for providing administrative support for the operations of the Administrative Services unit that reports to the VP for Administrative Services.

MAJOR DUTIES

• Prepare agendas, schedule meetings, manage documents and information needed for meetings

• Attend Business Office, Human Resources, Facilities, Campus Security, Environmental Services, and other departmental meetings and committee meetings; records, organizes and prepares minutes of meetings in a timely manner

• Manage the Vice President's calendar

• Maintain office files and records (paper and digital files)

• Draft, edit, and proofread messages and documents

• Ability to prepare charts, tables, in Excel along with Power Point presentations

• Prepare reports, correspondence, and other communications for college, state, and federal reports

• Provide information and assistance and refer concerns to appropriate personnel

• Perform other administrative duties as assigned by the Vice President

COMPETENCIES

• Knowledge: This position requires a thorough knowledge of college policies and procedures; Microsoft Office software, the Internet, and E-mail; telephone etiquette; and interpersonal skills.

• Skills: This position requires skills in the use of a computer, software including Microsoft Office, Adobe Acrobat, printer, and copier. Requires strong interpersonal and organizational skills as well as typing proficiency.

• Abilities: This position requires the ability to communicate effectively orally and in writing; follow verbal and written instructions; operate computer and office equipment in a proficient manner, take dictation and shorthand; organize and prioritize information; retain and learn new information; maintain confidentiality; self-motivated andtask oriented.

MINIMUM QUALIFICATIONS

A bachelor’s degree in a related work field from a regionally accredited post-secondary institution. At least three years of full-time, paid-related work experience, preferably in an educational environment, utilizing strong computer and keyboarding skills using common software programs (i.e. Microsoft Word, Excel, PowerPoint).
 

PREFERRED QUALIFICATIONS

Experience working for an executive level administrator. Effective written and verbal communication skills; exceptional organization and time management skills; professional discretion; experience with BANNER, Workday software. Proficient in Excel spreadsheets.