Staff_0403204
Classification Title:
Staff
Working Title:
Executive Assistant – Executive Vice President
Datatel Position ID:
EXVP3EVPEXAS1A
Annual Hours:
12 Month
Placement Range:
$44,113 – $55,141
Position Type:
Regular
Job Category:
Exempt
General Description:
The Executive Assistant to the Executive Vice President ensures the efficient operation of clerical, secretarial, and administrative functions of the Office of the Executive Vice President including but not limited to coordinating projects and events, budgeting, scheduling, and acting as a liaison with College departments and the general public. The Executive Assistant supports the Executive Vice President in developing and implementing initiatives and achieving College goals.
Reports To:
Executive Vice President
What position(s) reports to this position?:
none
Minimum Education/Experience:
Minimum (2) year’s of full-time experience in the following: scheduling, document preparation, filing, multitasking, financing (budgeting, purchasing, and reconciliation), managing resources (personnel and physical), and preparing informational reports.
Required Knowledge, Skills & Abilities:
Proficient organization, communication, persuasion, planning, and time management skills.
Ability to draft and prepare professional documents and reports.
Ability to work independently with little or no supervision.
Positive verbal and written communication skills including proficiency in grammar and spelling.
Knowledge of computer software such as Microsoft Outlook, Word, Excel, Access, PowerPoint, and Adobe Acrobat Professional.
Ability to interpret data in Excel and ability to create spreadsheets.
Organizational skills with attention to detail.
Skills to perform multiple tasks efficiently and effectively in a fast-paced environment.
Ability and willingness to work beyond the normal 8am to 5pm schedule when required.
Mathematical skills necessary to monitor and reconcile budgets and daily transactions, prepare profit/loss statements, and analyze various forms of numerical data.
Physical Demands/Working Conditions:
GENERAL PHYSICAL REQUIREMENTS:
Light work: The person in this position may occasionally exert up to 20 pounds of force to move objects.
VISUAL ACUITY:
This position requires the person to judge, observe and assess the accuracy, neatness, thoroughness of work assigned or to make general observations.
PHYSICAL ACTIVITIES:
This position requires the person to frequently move about the College’s various locations to perform the essential functions of the position.
This position requires the person to frequently communicate with and listen to internal and external constituents to perform the essential functions of the position. Must be able to exchange accurate information in various situations.
This position requires the person to operate a computer; other office machinery and mobile devices to prepare reports and documents.
This position requires the person to occasionally use upper and lower body to exert force up to 20 pounds to push, pull and/or lift materials or equipment.
WORKING CONDITIONS:
This position performs the essential functions in an indoor, office setting.
Preferred Qualifications:
Completion of associates degree or higher with studies in Business, Management, Administration or other related field.
Previous experience with a student information system (SIS) and other financial and human resource management systems.
Previous experience providing administrative support to a CEO or COO
Higher Education experience.
Work Hours:
Monday through Friday, 8:00 a.m. to 5:00 p.m., with frequent evenings and weekends.
Department:
Executive Vice President’s Office
Open Until Filled:
No
HR Contact:
Beth Holmes
Special Instructions to Applicants:
Applicants are to thoroughly complete the online application and attach the following required documents: cover letter, resume, and transcript if applicant has a conferred degree.
Applicants who do not attach the required documents will not be considered for the position.
For application assistance, please contact Human Resources at (405) 682-7542, Monday through Friday between the hours of 8:00 AM and 5:00 PM.
Job Duties (Position Specific):
(The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)
Job Duties (Duties Assignment Statement):
Support the Executive Vice President in achieving College goals.
Record-keeping and reporting for administrative committee meetings, projects, and initiatives.
Maintain a positive image of the Office of the Executive Vice President with faculty, staff, dignitaries, and the general public, and advise the Executive Vice President of situations or significant matters that may require the attention of the Executive Vice President.
Assist the Executive Vice President in maintaining positive connections with the College as a whole, elected officials, and community organizations to help ensure effective communication.
Provide clerical and administrative support to the Executive Vice President through schedule and time management, document preparation, procurement of information, and coordination of travel.
Review and proofread official documents and publications.
Manage the Office of the Executive Vice President through monitoring the quality of work, efficiency of operations, accuracy of forms and templates, and integrity of data.
Prioritize and manage multiple special projects, events, and functions.
Maintain an inclusive filing system to ensure easy accessibility to documents, many of which are confidential, and ensure proper control and security of all files.
Develop, monitor, and reconcile budgets including the Educational and General Operating Budget and the Auxiliary Budget for the Office of the Executive Vice President.
Management of resources by tracking inventory and maintaining office supplies.
Supervise full-time, part-time, and temporary clerical staff including:
Hire, terminate, complete routine personnel documents, and resolve conflicts.
Train clerical support staff in the operating procedures and communicate expectations.
*Delegate, coordinate and review work assignments.
Perform research, aggregate and analyze data, develop, and complete special assignments and reports.
Prepare requisitions, monitor purchase orders, and utilize PCard for obtaining goods and services in accordance with College and State procurement policies and procedures.
Serve as point of contact for and assist with resolution of escalated student, staff, and faculty concerns.
Ensure that all Executive Vice President staff complete all required training.
Act as the Liaison according to NIMS (National Incident Management System) during large-scale emergencies or incidents.
Other duties as assigned.
Job Duties (Safety / Policy & Procedures):
Abide by the policies and procedures published in the Board of Regents Policies and College Policies & Procedures
Contribute to a safe educational & working environment.
Adhere to established safety and health procedures and practices for the purpose of providing injury and illness prevention for self and others.
Complete quarterly health and safety training pursuant to OCCC’s established safety and health procedures and practices.
Participate in all applicable OCCC emergency, evacuation, shelter-in-place drills, and be prepared to take action and assist others in taking appropriate action should a health or safety emergency occur.
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