Executive Assistant for Administrative and Fiscal Services

Salary : Depends on Qualifications

Location : Graham, NC

Job Type : Full-Time Non-Exempt

Job Number : 2025-00016

Division : Administrative & Fiscal Services

Department : Administrative & Fiscal Service

Opening Date : 02 / 26 / 2025

Closing Date : 3 / 18 / 2025 11 : 59 PM Eastern

Description

The Senior Administrative Assistant provides high-level administrative and financial support, ensuring efficient operations within the department. This role is responsible for processing purchase order requests, managing the college credit card account, and supporting the finance department with financial and administrative tasks.

Example of Duties

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Process and track purchase order requests, ensuring accuracy and compliance with institutional policies.
• Manage the college credit card account, including reconciliations, expense reporting, and adherence to budget guidelines.
• Provide administrative and financial support to the grants department, assisting with documentation, reporting, and compliance requirements.
• Perform general administrative duties, including scheduling meetings, maintaining records, and handling correspondence.
• Maintain organized records of financial transactions, invoices, and supporting documentation.
• Liaise with vendors, faculty, and staff to facilitate smooth purchasing and financial processes.

Qualifications & Skills :

Supervisory Responsibilities

This position does not have supervisory responsibilities.

Typical Qualifications

Education and / or Experience

Required : Associates degree in business, accounting, or finance

Preferred : Bachelor's degree in business, accounting, or finance. Associates degree with 3-5 years of related work experience.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies :

Analytical - Synthesizes complex or diverse information; collects and researches data.

Continuous Learning - Assesses own strengths and weaknesses; seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.

Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively.

Use of Technology - Demonstrates required skills; adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity; keeps technical skills up to date.

Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.

Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.

Cooperation - Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.

Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.

Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.

Written Communication - Able to read and interpret written information.

Business Acumen - Aligns work with strategic goals.

Cost Consciousness - Works within approved budget; conserves organizational resources.

Diversity - Shows respect and sensitivity for diversity and cultural differences; promotes a harassment-free environment.

Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values.

Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities.

Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.

Personal Appearance - Dresses appropriately for position.

Attendance / Punctuality - Is consistently at work and on time; arrives at meetings and appointments on time.

Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan.

Initiative - Looks for and takes advantage of opportunities; asks for and offers help when needed.

Innovation - Meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas.

Planning / Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives.

Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.

Quantity - Completes work in timely manner.

Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Language Skills

Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills

Ability to calculate and apply concepts of basic Mathematics.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

Computer Skills

To perform this job successfully, an individual should have general knowledge of Database software; Internet software; Spreadsheet software and Word Processing software.

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position.

Inside ________

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position .

Supplemental Information

An ACC on-line application MUST be fully completed for consideration, which includes a required letter of interest, transcript attachment. Resume attachments are welcome but will not be accepted in lieu of complete application.

For faculty positions, all relevant full- and part-time teaching experience , including start and end dates of employment, should be included on the application . Also, all relevant full- and part-time work experience related to the teaching discipline should be included on the application , including start and end dates.

For non-faculty positions, all relevant full- and part-time work experience related to the position should be included on the application , including start and end dates.

Alamance Community College provides a wide variety of benefits available to full time employees (this does not include full time temporary positions). These benefits include : North Carolina State Health Plan for Teachers and State Employees, dental, vision, life insurance, optional life and disability insurance plans, flexible spending account for health care / dependent care, NC State Retirement, and a deferred compensation program (401K, 457, 529). Alamance Community College also offers leave based on years of service (vacation, sick, FMLA, military, community service, personal observance) in addition to paid holidays and longevity pay. The College also provides up to eight weeks of paid parental leave to qualifying employees. ACC houses an on-site child care center operated by LifeSpan, Inc.

ACC is engaging in a three-year strategic plan called ACC Forward that involves, among other priorities, a focus on ehnancing employee resources including those related to mental and physical health and wellness.