Anne Arundel Community College
The Executive Assistant is responsible for the orderly and efficient delivery of support services to the Vice President and to ensure the efficient and orderly day-to-day operations of the Vice President's office. On a daily basis the Executive Assistant works with sensitive and confidential information while providing a professional and welcoming atmosphere to the college community to support the Vice President's office in carrying out the college's vision/mission. The Executive Assistant provides daily supervision as necessary to support staff, student workers and temporary employees assigned to the Vice President for
Learning Resources Management.
Job Duties and Responsibilities:
Coordinate and maintain schedule and arrange conferences and meetings for the Vice President. Conferences include CPE professional development and travel as well as external committee conferences or professional development. Meetings include college-wide meetings, divisional, legislative, financial, budgetary and legal representation for the college. Provide weekly meeting schedule for Vice President.
Manage, coordinate and maintain schedule and arrange for participants' attendance at weekly President/Vice President meetings and summer retreats. Arrange for room reservation, audiovisual equipment and distribute weekly agenda and handouts. Maintain electronic file of completed agenda items by fiscal year.
Function as the liaison for the Vice President in all aspects of divisional responsibilities. Maintain records and files and provide follow-up to resolve problems and prepare related correspondence, including Persona-non-grata letters and other community issues and Memoranda of Understanding.
Manage the budget for Vice President, including preparing requisition, budget transfers, purchase orders, expense statements, forwarding college-wide electronic approvals to vice president, using automated purchasing system. Track all budget accounts for vice president, researching and resolving problems and initiating reports as needed or requested. Create spreadsheets and reports that fully track all project action. Alert VP to anomalies and make appropriate recommendations for resolution.
Initiate and compose general administrative correspondence for the Vice President's signature or to send out electronically on the Vice President's behalf, providing research and background information for the Vice President as appropriate. Track responses from others in the division for community, student, employee issues and complaints.
Provide time keeping support for President's suite, VPs for Learning, Learning Resources Management, Learner Support Services, Associate VP for Learning, PRIA, Business Education Partnerships and Sarbanes Center. Alternate time keeper for Business & Financial Resources office.
Arrange and participate in divisional leader meetings to take, transcribe, prepare and distribute notes, agendas and other documentation. Arrange professional development activities for Learning Resources Management as requested by Vice President, coordinate budget issues with all pertinent parties. Create/oversee the creation and edit correspondence, reports, charts, forms and visual aids; review all outgoing correspondence to ensure accuracy and adherence to college policies. Maintain division's college-wide committee appointments and report LRM Academic Forum attendance.
Manage Purchasing card and Centre Suite accounts for Vice President's office; review direct report and President office staff monthly expense statements and resolve any discrepancies before Vice President's electronic approval.
Receive, sort and distribute mail addressed to the Vice President as well as e-mail forwarded or copied to the Vice President. Route correspondence to other personnel for handling as appropriate. Research background and provide Vice President with additional information as needed. Review incoming correspondence; track required responses or action. Respond to visitors and telephone calls. Screen calls to determine nature and purpose. Refer visitors or callers to appropriate offices. Provide Vice President with background information to aid in responding appropriately.
College-wide duties performed throughout the year:
- Coordinate, maintain and update college telephone directory annually. Research changes in college organizational structure to incorporate into the updated directory. Oversee printing and distribution campus-wide, offering cost-saving ideas, as necessary;
- Maintain/update College Calendar in Outlook; &
- Print weekly conference room schedule for LUDL 201.
Manage and oversee the daily operation of the Office of the Vice President, including supervising temporary employees or student workers and establishing office procedures, arranging for maintenance of offices, equipment and furnishings. Maintain an inventory of supplies and equipment and ensure adequate telephone coverage. Fully resolve operational issues.
Associate’s degree is required.
Minimum of five years of experience as an Administrative Assistant at the Executive-level is required.
Ability to work well under pressure and with minimal supervision and attention to details and deadlines.
Excellent oral, written and interpersonal communication skills, including the ability to compose, edit, proofread, format and punctuate correctly.
Advanced knowledge of a variety of software applications, such as word processing, spreadsheets, e-mail, Internet and automated systems required.
Demonstrated handling of confidential information which requires discretion and diplomacy.
Demonstrated organization skills and the ability to prioritize work flow.
Demonstrated supervisory skills and experience required.
Ability to deal tactfully and effectively with students, faculty, administrators, government agencies, business/industry representatives, community organizations, and the general public; must possess excellent customer service skills.
Ability to work independently with minimal supervision, with attention to details and under the pressure of deadlines; demonstrated ability to prioritize assignments.
Knowledge of time keeping policies and procedures.
Hours Per Week: 40
Work Schedule: Monday - Friday; 8:30a-4:30p
Required Documents: Cover Letter, Resume/Curriculum Vitae
For more information or to apply, please visit https://aacc.hiretouch.com
Anne Arundel Community College is an Equal Opportunity Employer.
When inquiring or applying for this job opening, please also reference AcademicCareers.com
Applicants with dual-career considerations can find university jobs such as professor jobs, dean jobs, chair / department head jobs, and other faculty jobs and employment opportunities at Anne Arundel Community College and at other institutions of higher education in the region on www.AcademicCareers.com