Executive Administrative Assistant, Information Technology

Salary:

$37,348.00 - $41,723.00

Annually Location:

Panama City Main Campus Job Type:

Full-Time Job Number:

202500112

Division:

Administration and Finance Department:

Information Technology FLSA:

Non-Exempt Description Highly responsible administrative aid work as a personal assistant to a top-level administrator, such as a vice-president or Chief Information Officer, covering a wide scope of programs and activities. What Gulf Coast State College offers you: An excellent work/life balance, with a standard work week of 37.5 hours/week! Retirement Plan and 403b or 457b savings plan that will allow you to plan for your future! An excellent state medical plan. ($50 individual and $180 for family) Additional benefits of dental, vision, short and long term disability insurances, and College-paid life insurance! Critical Illness, Cancer, and Whole Life insurance plans! Accrued annual leave, sick leave Tuition reimbursement opportunities! Opportunities to volunteer for committees to help in your professional growth! Examples of Duties Acts as executive administrative assistant to a vice president, dean or high-level administrator. Performs duties of an administrative nature for the administrator. Participates in the work of the administrator such as interviewing office visitors, securing details of specialized information and providing information regarding the services or operation of the unit. Processes routine matters within established systems and policies. Completes special projects and technical assignments as delegated by supervisor. Assembles information for supervisor's use. Assign, reviews, and generally supervises the work of clerical assistants. Takes and transcribes minutes and dictation of meetings. Processes materials for meetings. Supervises the flow of communications for the office. Prepares special statistical reports. Performs travel arrangements. Relieves supervisor of administrative details. Compiles and analyzes complex data for administrative decisions. Maintains detailed statistical records of unit to which assigned. Assists in the preparation of departmental budgets. Interprets established policy and provides the information for the resolution of departmental problems. Provides liaison with other departments and public representing the administrator when requested. Conducts research and prepares reports. Create and process purchase order/requisitions and quotes for materials, equipment and office supplies for the department administrator and staff. Organize and maintains files related to the upkeep and maintenance of all subject matter pertaining to the respective office. Files letters, reports and related technical information in a prescribed manner. Creates and maintains Budget spreadsheets with the CIO and ITS Team Leads for each fiscal year. Completes data entry of any expenses, and balances ITS Budgets monthly by using "Banner" Finance systems. Maintain an electronic calendar of appointments, meetings and events for the supervisor. Advises supervisor of important meetings. Receives and screen callers. Refers callers to other employees, officials or departments as needed. Excellent organizational and time management skills, with the ability to multitask and prioritize tasks effectively. Maintain confidentiality and handle sensitive information with discretion. Strong problem-solving and critical thinking abilities. Performs related work as required.

Other Duties:

Assist Construction Project Representative with purchase orders/requisitions, facility work orders, processing of central receiving documents and filing of these documents

SUPERVISORY RESPONSIBILITIES

Assists in supervising Work Study and Student Assistants within the department when assigning duties. Qualifications Associates degree and five years of responsible experience in work involving accounting or office administration. Years of experience can be in leu of degree. This position is sensitive and will require a background check. Notice of E 'Verify participtaion. Supplemental Information

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Typical office setting with group cubicle areas. Indoor setting with office building ac/heating controls. Ergonomic secretarial chair with keyboard tray and desktop set-up. The noise level in the environment is moderate.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Gulf Coast State College does not discriminate against any person in its programs, activities, policies or procedures on the basis of race, ethnicity, color, national origin, marital status, religion, age, gender, sex, pregnancy, sexual orientation, gender identity, genetic information, disability, or veteran status.