Senior Administrative Assistant-VP of Workforce Development/Continuing Education

Minimum Hiring Salary $31,200.00 (annually) Perform all administrative and clerical duties and serve as the Administrative Assistant to the Vice President for Workforce Development /Continuing Education. Provide administrative and clerical assistance to Continuing Education staff, provide excellent customer service, and provide assistance to the public and campus personnel as necessary. This list is meant to be representative, not exhaustive. Incumbents may not perform all the duties listed, while in other cases, related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities the ability to perform the essential functions. Assist Vice President (VP) in preparing annual budgets, print, monitor and verify budget expenditures, and summarize and submit budget requests and contracts to the Vice President for Continuing Education for approval/signature. May assist CE Registrar and Assistant Registrar with keying registrations, course sections, and preparing receipt rosters as necessary. Make travel arrangements, prepare and submit travel requests and reimbursement paperwork, as appropriate, for signature and processing when signed. Answer telephone and screen calls, take accurate messages, provide information or referral as necessary and maintain Outlook calendar and schedule appointments. Prepare and enter purchase orders, request for vouchers, work orders and requisitions for division personnel. Compose memos, letters, maintain accurate records, reports, files, and administrative forms. Order, maintain, and inventory supplies and operate office machines (calculator, printer, copier, desktop/laptop computer, telephone system, and fax machine. Receive, sort, and distribute mail/office correspondence and distribute information concerning meetings, policy and procedure changes to CE staff and faculty. Record staff meeting minutes, compose and distribute approved minutes to division personnel, and the President's office in a timely manner. Print class visitation logs and tally statistics of visitations for VP, directors, and coordinators for submission to the Board of Trustees and for Internal Accountability and Credibility purposes. Update and maintain part-time instructor personnel files and assist in supervising work-study students. Collect and process monthly payroll and personnel activity reports and submit reports to the Business Office. Assist with preparation of the Institutional Space Utilization Report. Maintain security of all keys assigned to CE. Schedule rooms for CE classes. Order and maintain office supplies for the Department. Assist with equipment and software maintenance. Acquire computer/technology competencies as appropriate to position. Maintain security of personal computer access. Perform other professional or job-related duties as assigned. Serve on college committees as directed by supervisor. The requirements below describe the knowledge, skills, and abilities necessary to effectively perform the essential duties and responsibilities of this role.

Knowledge, Skills and Abilities:

Ability to maintain confidentiality at all times. Ability to function in a fast-paced environment. Demonstrates strong ability to manage executive calendars. Skill in organizing, planning, and coordinating meetings and travel arrangements. Proven proficiency with Microsoft Office (Word and Excel). Ability to show initiative and self-direction. Ability to communicate effectively through speech and writing. Ability to identify, communicate and analyze problems. Ability to take ownership and utilize constructive feedback. Must be punctual, professional and conduct oneself in an ethical manner. Ability to plan and prioritize tasks. Ability to work respectfully within a team environment. Ability to maintain a high level of organization while adapting to changing priorities. EDUCATION and/or

EXPERIENCE

Any combination of education and experience that demonstrates possession of the requisite knowledge, skill and abilities.

REQUIREMENTS

Education/Skills Required:

Associate Degree in Business Administration, Office Administration, Accounting or closely related field. Excellent typing skills and familiar with personal computers and the operation of a variety of office machines. Good communication and organizational skills. Proficiency in Microsoft Office required.

Preferred:

Bachelor's degree in Business Administration, Computer Information Systems, Accounting or other closely related field Bilingual; Career Readiness Certificate (CRC)

Experience Required:

Considerable clerical/administrative experience or considerable experience in a related environment.

Preferred :

Extensive secretarial experience or extensive experience in a related environment.

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 assist individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to focus. May require travel.

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 assist individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works in indoor conditions. The noise level in the work environment is usually moderate. This position description covers the most essential functions and duties associated with this position. Other duties may be assigned by the President or appropriate supervisor personnel. The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title as necessary.

James Sprunt Community College is an Equal Opportunity Employer. The College prohibits discrimination against any person (including staff, faculty or student body) on the basis of race, color, national origin, sex, disability, religion, political affiliation, sexual orientation, gender identity, veteran status, genetic information, or age. If you need assistance or accommodations please contact 910-296-2400.