Administrative Assistant To Chief Academic Officer
Administrative Assistant To Chief Academic Officer
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Job Description
Job Title: Administrative Assistant to Chief Academic Officer
Wage/Hour Status: Non-Exempt
Reports to:Chief Acadmic Officer
Pay Grade: Clerical Pay 9
Dept. /School: Leadership
Days: 227
Supervises: NA
Primary Purpose: To assist the Chief Academic Officer in the operation of the Division and in creating a professional environment with high quality customer service.
Qualifications:
Education/Certification:
- High School graduate or GED certificate.
Special Knowledge Skills:
- Demonstrated ability to use Adobe Acrobat Excel Microsoft Word PowerPoint and Internet.
- Knowledge of filing systems and ability to perform routine and detailed secretarial duties.
- Ability to provide high quality customer service experience.
Experience:
- Administrative Assistant experience
Major Responsibilities and Duties:
- Greet staff and visitors and assist in meeting their needs by responding in a knowledgeable and courteous manner to personnel and telephone inquiries.
- Maintain confidentiality regarding information from Chief Academic Officer.
- Relay messages and make referrals to other departments as needed.
- Make telephone calls and maintain record of all phone calls.
- Maintain record of all incoming correspondence/mail.
- Prepare budget and requisitions for budget items maintain budget files record expenses and keep current balance.
- Maintain inventory records.
- Order and maintain office supplies and professional development materials and supplies.
- Assist with special projects as needed.
- Organize and manage routine work activities for the Chief Academic Officer office.
- Maintain Supervisors calendar schedule appointments and meetings reserve meeting rooms and make arrangements for meals/snacks and room set up as needed.
- Format type and prepare memos agendas sign in sheets letters and reports for distribution.
- Type compile and distribute information for division meetings and attend such meetings as required to record minutes as needed.
- Prepare presentation materials such as graphs charts spreadsheets and handouts.
- Prepare contracts resolutions and inter-local agreements and maintain files for such.
- Notarize official documents as required.
- Prepare and maintain payroll records.
- Maintain current and inactive files/records.
- Assist the Secretary to the Superintendent and Board of Trustees as needed.
- Assist with the preparation of the Chief Academic Officer weekly Superintendents Update to the Board of Trustees.
- Make all travel arrangements and audit Travel Reimbursement claims.
- Maintain department webpage.
- Perform other miscellaneous secretarial duties as required by the Chief Academic Officer.
Supervisory Responsibilities: NA
Working Conditions:
Mental Demands/Physical Demands/Environmental Factors:
Maintain emotional control under stress. Occasional prolonged or irregular hours.
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. I have read understand and attest to the above description and funding relating to my daily activities.
Signature Date
Required Experience:
Chief
Employment Type
Full-Time
