Executive Assistant – Office of the Senior Vice President of Academic Affairs


Job title: Executive Assistant – Office of the Senior Vice President of Academic Affairs

Company: Columbus State Community College

Job description: Requisition ID: req3604

Job Title: Executive Assistant – Office of the Senior Vice President of Academic Affairs

Department: Academic Affairs

Location: Columbus Campus

Employment Type: Staff

Employment Status: Board Approved

Bargaining Unit: Non-Bargaining Unit

FLSA Status: Exempt

Compensation Type: Annual

Compensation: $60,403

Schedule: M-F, 8am-5pm; additional hours as necessary

Position Summary

The Executive Assistant for the Office of Academic Affairs (OAA) provides executive level administrative and secretarial support to the Senior Vice President of Academic Affairs, Associate Vice Presidents, Administrators and other staff in the department. This position will provide high-level administrative support by assisting with event planning, project coordination, handling information requests, and performing clerical functions such as; preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. This role independently performs administrative work of a complex nature conveying highly sensitive information while maintaining confidentiality. This position is expected to make important decisions on a regular basis with minimal daily supervision

Core Competencies

Professionalism, Managing Work, Continuous Improvement, Customer/Student/Employee Focus, Collaboration, Communication, Quality Orientation, Technology Savvy, Positive Approach and Managing Relationships

ESSENTIAL JOB FUNCTIONS

Operational Leadership

Using judgement and discretion, manages the Senior Vice President’s schedule, coordinating internal and external commitments. Schedules and coordinates all internal meetings, including agenda creation, note-taking, and other necessary arrangements. Establishes and maintains streamlined workflow from all departments flowing up into the division of Academic Affairs.

Originates correspondence and generates reports on behalf of the Senior Vice President, Associate Vice Presidents, Administrators and other staff in the department. Serves as a liaison between OAA and other areas of the College and external partners. Handles travel arrangements for the Senior Vice President and employees in the department.

Monitors the OAA budget. Monitors, reviews, and makes recommendations regarding proposed expenditures. Reviews and routes all documents for signature. Ensures all requests meet requirements.

Project Management Support

Coordinates the Senior Vice President’s role in the Tenure and Promotion process and Emeritus recommendations. Assists in completing special projects internally and externally, as assigned.

Maintains record keeping system in accordance with records retention schedule. Assesses record keeping needs, and sets-up and maintains filing systems. Files, organizes and cross-indexes files. Serves as the OAA official Liaison for Records Retention.

Diversity, Equity & Inclusion

Fosters and maintains a safe environment of respect and inclusion for faculty, staff, students, and members of the community.

Other Duties & Responsibilities

Attends all required department meetings and training.

Physical Requirements

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions described in this position description. While performing duties of this job, the employee regularly exhibits digital dexterity when entering data into computer. The employee frequently sits for periods of time, stands, and walks. Employee converses verbally or manually with others in person as well as by telephone. Vision demands include close, relatively detailed vision when focusing on a computer screen. Employee occasionally lifts up to 10 pounds.

Working Conditions

Typical office environment. Regular exposure to moderate noise typical to business offices.

Knowledge, Skills and Abilities:

Knowledge of: standard office procedures and practices; office administration; business English word usage, spelling, sentence structure, and punctuation; business and legal formats.

Skill in: superior communication skills, including experience writing effective correspondence, reports, proposal, and other print collateral; exemplary organizational skills, including ability to handle multiple tasks, meet deadlines, and prioritize assignments; customer service; conflict resolution; general typing; application of job software including word processing and spreadsheets; proofreading standard business correspondence and other written documents; customer service; office organization; creating functional report formats; verbal and written communications; performing mathematical calculations including addition, subtraction, multiplication, decimals, percentages and fractions.

Ability to: develop and maintain effective working relationships with associates, vendors, students, telephone users and general public; maintain confidential and sensitive information; use good judgement; perform complex tasks and prioritize multiple projects; effectively communicate information in oral and written forms; excellent listening skills and participant in collaborative work; develop and maintain effective working relationships with colleagues and stakeholders across the College; effectively work with persons of varying cultures and diversity; problem solve effectively; exhibit a pleasant public manner and telephone etiquette; originate correspondence; work independently.

Minimum Qualifications:

Minimum Qualifications: Bachelor’s Degree in a related field; and three (3) years work experience in an administrative capacity; demonstrated experience providing administrative support for senior staff and maintaining confidentiality. State Motor Vehicle Operator’s License or demonstrable ability to gain access to worksite(s). An appropriate combination of education, training, coursework and experience may qualify a candidate.

Additional Information: First consideration for applicants must be received by close of business day 04/27/2022

Expected salary: $60403 per year

Location: Columbus, OH

Job date: Thu, 14 Apr 2022 04:29:09 GMT

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