COLLIN COUNTY COMMUNITY COLLEGE DISTRICT

JOB DESCRIPTION

TITLE: Administrative Assistant, Strategic Initiatives

DIVISION: President’s Office

DEPARTMENT: President’s Office

SECURITY SENSITIVE: Yes

JOB TITLE CODE: 0300

FLSA STATUS: Non-Exempt

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FUNCTION: Coordinate diversified and advanced administrative support duties required for the efficient operation of AVPSI and President’s offices, maintaining the highest degree of professionalism and confidentiality in all matters.

REPORTS TO: Associate Vice President of Strategic Initiatives

SUPERVISES: N/A

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MAJOR RESPONSIBILITIES

Essential Job Functions

1) Perform diversified administrative support for the Strategic Initiatives department and to the Executive Assistant to the President/Secretary to the Board of Trustees to include preparation of documents and spreadsheets utilizing computer software programs, preparing reports, maintaining databases, correspondence, proofreading, processing mailings, organizing meetings, preparation of materials and packets for meetings of the Board of Trustees, and other administrative support functions as required, maintaining the highest level of confidentiality in all matters.

2) Screen incoming telephone calls and visitors to the AVPSI and President’s office; screen, sort and distribute incoming mail, and perform other related duties. Serve as a liaison between students, faculty, staff, general public and the office responding to questions, providing accurate information in a timely and courteous manner and resolving problems.

3) Order supplies, equipment, and promotional items. Input purchase orders. Monitor the online purchasing. Serve as liaison with Purchasing and Receiving to ensure accuracy of purchase payment and budget distribution. Research options, make recommendations for purchase, and maintain relevant records.

4) Organize and maintain office physical and electronic files. Maintain and keep inventory records.

5) Maintain appointment calendars for QEP and AVPSI staff. Schedule meetings, events, and coordinate travel arrangements. Take minutes at meetings as needed. Coordinate arrangements for seminars, conferences, and workshops including meals, registration, transparencies, hand-outs, evaluations, etc.

6) Coordinate, complete, review for accuracy, process and submit forms and paperwork; including check requests, food requests, contracts for services, professional leave, local travel, etc. in accordance with college policy. Assist the office staff in understanding information required on forms and troubleshoot issues related to processing.

7) Assist with organizing departmental and President’s Office meetings and events, including running errands to local stores to obtain food and supplies.

8) Develop and track expenditures for the annual budgets in coordination with the AVPSI and EAP/SBOT. Revise, implement, and maintain the budgets. Monitor monthly budget reports from the business office. Provide accurate monthly budget reports to AVPSI or EAP/SBOT. Immediately notify the AVPSI or EAP/SBOT of unusual or noteworthy budgetary circumstances. Perform computer input of annual budget development and occasional budget adjustments.

MINIMUM QUALIFICATIONS

Knowledge, Skills and Abilities

Extensive knowledge of advanced secretarial practices and administrative functions including effective office management, communication, and human relations skills.

Extensive knowledge of word processing software, such as Microsoft Office, and associated equipment.

Knowledge of electronic spreadsheet software. such as Microsoft Excel.

Knowledge of presentation software. such as Microsoft PowerPoint.

Knowledge of graphics software. such as Microsoft Publisher and Adobe Illustrator/PhotoShop.

Ability to expedite materials or actions with little or no immediate supervision.

Elementary knowledge of database software. such as Microsoft Access and elementary knowledge of computer programs such as Budget Development System, BuySpeed, and Personnel Cost Backup System.

Ability to work effectively in a fast-paced, team-oriented environment.

Skill and ability to represent one’s self and the college positively and professionally, working effectively with a variety of colleagues and customers.

Effective keyboarding skills.

Skill in making simple arithmetic calculations.

Skill in proofreading materials to insure accuracy, paying close attention to detail.

Ability to maintain confidentiality of organizational plans, personnel actions and other items from intentional and unintentional disclosure.

Ability to read, interpret and apply established policies and procedures correctly in various situations.

Ability to answer multi-line telephones; transmit information; and to courteously and quickly direct or answer questions from general public, public officials, executives from business and industry, faculty, staff, and students.

Ability to accurately maintain a budget, collect monies, and maintain accounting thereof including payables and receivables.

Ability to write in complete sentences and well-organized paragraphs, using appropriate words, correct grammar, punctuation, and spelling using an appropriate business formats.

Ability to work effectively with little instruction and supervision.

Ability to shift quickly between several tasks without loss of continuity.

Ability to anticipate and/or react promptly and appropriately to the needs and concerns of citizens, supervisors, and co-workers.

Ability to record inventory and determine office supply needs.

Ability to effectively operate office equipment such as personal computers, printers, photocopying machines, dictation machines, fax machines, stamp meters, typewriters, scanners, etc.

Ability to lift, carry, push or pull up to 25 pounds. Ability to bend, stoop and/or squat when filing.

Ability to perform all the essential functions of this job.

Education and Experience:

Education: Associate’s degree from a regionally accredited institution in a related field.

Experience: Four years experience including one year in an executive

secretarial/administrative assistant position

OR

Any equivalent combination of training and experience.

Licenses/Certificates: N/A