JOB SUMMARY:

Under minimal supervision this position provides administrative support for assigned area. Maintain confidentiality and ensure the office operate smoothly and efficiently at all times. Duties include: Assist with overseeing administrative budgets requisitions invoices reimbursements p-card purchases and reconciliations. Complete assigned reports if applicable; coordinate and set up meetings interviews and appointments; and perform routine administrative tasks that may include Human Resources Finance payroll and other college departments.

SPECIFIC DUTIES AND RESPONSIBILITIES:

• Complete all administrative tasks for the Vice President of Administration and CFO;

• Prepare and compose professional correspondence and communications.

• Assist the Vice President office staff and other College employees with financial information requests.

• Schedule appointments and meetings for the Vice President and Chief Budget Officer.

• Answer incoming telephone calls emails and walk-in inquiries from the College campus and community while disseminating accurate answers and information on behalf of the Vice President.

• Respond to telephone fax and e-mail contacts. Handle all walk-ins whether they be visitors or employees.

• Create an environment of collaborative transparency and supportive accountability that will assist with ideas to optimize actual financial performance.

• Provide proactive intervention and problem resolution with students or employees who need additional assistance.

• Establish and maintain a well-organized filing system.

• Attend all Administrative staff full staff and committee meetings and take accurate minutes in all meetings.

• Coordinate travel arrangements and conference registrations for the Vice President and Chief Budget Officer.

• Assist with preparing financial analysis to support budget planning and decision making.

• Provide support the Chief Budget Officer infor special projects.

• Complete other related duties and responsibilities as assigned.

QUALIFICATIONS KNOWLEDGE AND SKILL REQUIREMENTS:

• Associate degree; five (5) years of related administrative assistant work experience; or any equivalent combination of education training and experience which provides the requisite knowledge skills and abilities for this job.

• Knowledge of office administration bookkeeping and related equipment.

• Skill in organizing filing scheduling and coordinating meetings managing time and prioritizing tasks.

• Ability to be accurate and detailed oriented maintain confidentiality make sound judgments multi-task be self-motivated and work independently.

• Demonstrated expertise in office skills such as word processing database management spreadsheet power point windows and ERP applications.

• Strong office management interpersonal and organizational skills.

• Excellent written and verbal communications skills;

• Strong initiative and productivity

• Ability to compose routine correspondence organize projects maintain organized files greet guests answer telephones.

• Ability to take and transcribe minutes of meetings and similar office skill duties;

• Possess outstanding time management skills and professional demeanor at all times

PHYSICAL DEMANDS:

This position classifies the physical exertion requirements as light work involving lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. Even though the weight lifted may be very little a job is in this category when it requires a good deal of walking or standing or when it involves sitting most of the time with some pushing and pulling of arm or leg controls. To be considered capable of performing a full or wide range of light work you must have the ability to do substantially all of these activities. If someone can do light work we determine that he or she can also do sedentary work unless there are additional limiting factors such as loss of fine dexterity or inability to sit for long periods of time.

ADDITIONAL EXPECTATIONS: