Executive Administrative Assistant

The Executive Administrative Assistant serves as the confidential assistant to the Executive Office. He/she must perform a wide variety of administrative support duties ranging from executive personal assistant duties to complex administration coordination. In addition to providing general support and assistance to the Office of the Chancellor and the Executive Office Staff, the position performs specific tasks as needed by the members of the Executive Office Staff: The Senior Deputy for SDSA & Chief of Staff, Sr. Vice Chancellor & Chief Information Officer, Executive Director of External Affairs, and other assigned Executive staff. In essence, this position provides confidential support to maximize the effectiveness of the Office of the Chancellor by fulfilling the administrative and scheduling requirements of the Office.PRIMARY DUTIES:

• Assures confidentiality by exercising discretion in the communication of information.
• Receives and greets System Office employees and visitors, directing them to the appropriate offices or persons, and providing authoritative information or materials for inquiries in a professional and customer friendly manner.
• Provides direct administrative support to the Senior Vice Chancellor & Chief Information Officer.
• Prepares routine to complex correspondence, emails, reports, forms, and proofs for distribution, approval and/or mass mailings, checking documents for completeness and accuracy, and distributing or routing documents, as required.
• Manages a complex filing system of paper and electronic records by organizing the system, creating files, and records.
• Assist in planning, coordinating and arranging meetings and conferences, preparing agendas and materials, reserving, and preparing meeting space and catering, and preparing agendas and other handouts and taking complete and accurate minutes.
• Provides clerical support to the Information Technology Division by compiling, setting up, and typing reports, special studies, work sheets and statistical reports and tables.
• Maintains the Information Technology Division budget; initiates and processes procurements as directed; periodically briefs the Senior Vice Chancellor & Chief Information Officer on budget status and provides printed budget reports as requested.
• Maintain the Information Technology Division active contract's documents, collect the required supporting contract documents, review and route invoices for approval and processing, and track outstanding vendor invoices.
• Performs other general administration duties to assure the effective and efficient operation of the Information Technology Division.
• In order to perform these essential functions, the Administrative Assistant must be present at work. Therefore, attendance is an essential job function essential job function.
  
  

Secondary And Other Duties

• Remains competent and current through self-directed professional reading, attending professional development seminars, and attending training and/or courses as directed.
• Promote and maintain positive staff relations, communicate information in person, email, or by telephone where sound judgement and interpretation of policies and regulations are necessary.
• Assist other Executive Administrative Assistants in the Office of the Chancellor with administrative roles and responsibilities as needed.
• Participate in meetings and conference calls as needed.
• Perform other related duties as assigned.
  
  

Required

• AA/ AS degree or certification in office administration or related field from a regionally accredited institution; seven (7) years of related experience will be accepted in lieu of education.
• Minimum of five (5) years of directly related professional administrative work experience with demonstrated progression in duties or responsibilities.
• Knowledge of modern office administrative practices, methods, and procedures, standard office and computer equipment and computer applications related to work.
• Knowledge of business letter writing and standard format for reports and correspondence.
• Knowledge of principles and practices of data collection, report preparation, recordkeeping principles and procedures, business mathematics and basic statistical techniques.
• Proficient in computer applications related to the work, including word processing, database, and spreadsheet applications (Microsoft Office Suite - Word, Excel, Outlook, and PowerPoint).
• Establish, maintain, and foster positive and harmonious working relationships with internal and external contacts.
• Ability to communicate effectively, in person, over the phone, and in writing.
• Ability to perform tasks and routine office work separately and independently of constant supervision.
• Judgment and knowledge of office requirements, maintaining the filing systems, purging files, determining other forms of storage, or destroying files, and retrieving files and documents.
• Ability to maintain confidentiality of office information.
• Ability to work under tight deadlines and to handle multiple tasks and various situations in a calm and professional manner.
  
  

How To Apply

Applications must be filed online at: https://www.schooljobs.com/careers/accs

Required

A complete application packet must be submitted by the posted deadline in order to be considered for this position. Applicants who fail to submit all required information will be disqualified. A complete application packet consists of:

• Online application
• Cover letter
• Current resume
• Separate list of four (4) professional references (not letters) with complete contact information
• Unofficial or official transcripts showing degree(s) conferred and conferral dates
• All application materials must be scanned. It is recommended that you have digital (preferably .pdf) copies of your cover letter, resume, list of references, and transcripts showing degree(s) and conferral dates, ready to upload before you begin the application process.
• WE DO NOT ACCEPT E-MAILED APPLICATIONS.
• When you finish the online application procedure, you will receive an on-screen notice that you have successfully applied. HOWEVER, this does not mean that your application materials are complete in accordance with the vacancy announcement. It is the responsibility of the applicant to ensure they have submitted all necessary application materials in accordance with the vacancy announcement.
  
  

Please direct any questions regarding the application process to Charlene Finkelstein at (334) 293-4628 or charlene.finkelstein@accs.edu, or Nikita Payne at (334) 293-4603 or nikita.payne@accs.edu.

If you need technical assistance after reviewing the instructions, please contact:

NEOGOV Customer Service

Monday-Friday

8:00 am - 5:00 pm PST

(855) 524-5627

AGENCY INFORMATION

The Alabama Community College System is an equal opportunity employer. It is the policy of the Alabama Community College System, including all postsecondary community and technical colleges under the control of the Alabama Community College System Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment.

Any offer of employment is contingent upon a satisfactory criminal background investigation. This employer participates in E-Verify.

The Alabama Community College System reserves the right to withdraw this job announcement at any time prior to the awarding. More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process.