Lee College Hiring for Senior Administrative Specialist/Executive Office Coordinator at Baytown Full Time

Senior Administrative Specialist/Executive Office Coordinator

Salary:
Job Type: Full-Time
Job Number: FY2300372
Location: Main Campus – Baytown, TX
Division: Strategic Initiatives

Position Overview

Starting Salary Range is $38,355 – $47,923. The initial salary offer is commensurate with education and related work experience.

Reporting directly to the Chief of Staff and Vice President, Strategic Initiatives (COS/VP), the Senior Administrative Specialist and Office Coordinator performs highly sensitive and confidential administrative duties and manages the front office operations of the President’s Suite including greeting guests and handling inquiries; exhibits in-depth knowledge of daily priorities as it relates to the effective operation of the office; supports the President’s Office events and special meetings led by the Coordinator, Executive Operations, and acts as support to the President when the coordinator is out of the office.

This position is exposed to highly confidential information, requiring access to a variety of information including personnel records, financial records, progress reports of special initiatives, and legal issues. The Senior Administrative Specialist and Office Coordinator holds a critical role requiring a deep commitment to excellence, complete confidentiality, and exceptional customer service.

Essential Duties & Responsibilities

Senior Administrative Specialist

Serve as the key resource person to the COS/VP and provide strategic and operational support for a full range of administrative services and coordination including, but not limited to, handling sensitive information, interpreting policies and procedures, preparing project summaries, drafting correspondence, assembling information, coordinating travel arrangements, and coordinating meetings/calendar.

Process sensitive and highly confidential letters and other forms of communication for the COS/VP and from a variety of sources including that which directly relates to legal matters, Human Resources or personnel matters, Title IX investigations and other confidential issues.

Assess the relative significance of day-to-day events, correspondence, phone calls and inquiries. Evaluate priorities and disseminate information to the COS/VP. Escalate requests and issues as appropriate.

Monitor the COS/VP budget and manage the monthly shadow budget process.

Prepare and organize meeting agendas, documents, and meeting minutes.

Analyze and recommend new/innovative approaches to continually improve existing processes and workflows.

Provide administrative support to the Division of Strategic Initiatives senior leadership (Guided Pathways, Quality Service, Emergency and Safety Operations) as needed.

Office Coordinator

Promote a positive image of the College by greeting visitors and callers to the Office of the President, responding to inquiries, providing general information as requested, referring inquiries or problems to the appropriate office, and providing follow up to determine satisfaction.

Manage the front office traffic as the gatekeeper; direct visitors or inquiries to other administrative offices as appropriate.

Communicate and interact effectively with executives, vice presidents, cabinet officers, and constituency groups in addition to students, faculty, staff, alumni, and the public.

Work collaboratively with the Coordinator, Executive Operations, and other office staff, to assess the relative significance of day-to-day events. Evaluate priorities, escalate as appropriate. Ensure the smooth operation of the Office of the President.

Process purchase requisitions for the Offices of the President and Strategic Initiatives; ensure receipt of purchases and closure of purchase requisitions as required.

Receive letters, packages etc. and distribute; Prepare outgoing mail by drafting correspondence, securing parcels etc.

Process account statements, credit card expenses, and reimbursements as directed.

Act as key contact for requests for conference room use, overtime requests, time-off requests, and other items needing signatures from COS/VP and President.

Manage inventory of office supplies, and snacks and kitchen supplies in accordance to budget and needs.

Process office and computer repairs for team members and office maintenance requests as needed.

• Assist and support the Coordinator, Executive Operations, in event planning and execution for various campus events hosted by the Office of the President such as Administrative Professionals Day, Service Staff Appreciation Day, Commencement, Presidential Honors Day, Holiday Cocoa Bar, and United Way Campus Campaign.

Additional Duties & Responsibilities

In their absence, assume the role of Coordinator, Executive Operations to provide support to the President.

Represent the President’s Office by serving on college committees as requested and approved by the COS/VP (i.e., Annual Foundation Gala, Fall/Spring Convocation, Commencement, United Way Committee, etc.).

Attend special events as needed.

Perform other duties and handle special projects as assigned.

Minimum Education, Experience, Knowledge, Skills & Abilities

Associate’s (or higher) degree or successful completion of sixty (60) college credit courses or an equivalent combination of education and experience

Minimum of three (3) years of related work experience supporting high level managers/executives

Must be organized, accurate, attentive to detail, and able to master a wide range of complex tasks in a dynamic, fast paced work environment

Must exhibit honesty, integrity, professionalism, and dependability

Excellent computer skills, including Microsoft Office, as well as the ability to master additional software programs as necessary

Excellent written and oral communication skills and ability to diffuse irate, frustrated students and parents

Excellent interpersonal skills, able to converse easily with the public, friendly and personable

Must be available to work evenings and weekends as needed

Preferred:

• Bachelor’s (or higher) degree
• Experience with executive event planning
• Bilingual: Able to speak, read, and write both English and Spanish

Lee College does not discriminate on the basis of race, color, religion, sex (including pregnancy, gender identity and sexual orientation), national origin, age, disability, veteran status, genetic information or any other basis protected by law.

To apply, please visit https://www.schooljobs.com/careers/lee/jobs/4324226/senior-administrative-specialist-executive-office-coordinator

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