What are the responsibilities and job description for the Administrative Assistant to the Vice President for Student Services and the Student Services Deans position at Black Hawk College?
The Administrative Assistant is responsible for performing administrative duties, and providing staff support and administrative assistance required for the operation of the offices of the Vice President for Student Services (VPSS) and Student Services Deans.DESCRIPTION OF ESSENTIAL DUTIES:
DESCRIPTION OF OTHER DUTIES:
OVERALL ACCOUNTABILITIES:
PRINCIPAL WORKING RELATIONSHIPS:
(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.)
Black Hawk College does not sponsor employment visas.
Black Hawk College is an AA/EEO employer.
a. Serves as the primary administrative support professional for the Student Services Deans and the Vice President for Student Services (VPSS) and provides support to the Deans and the VPSS including but not limited to: maintaining calendars, scheduling appointments and travel, routing mail, processing travel reimbursements, record keeping, scheduling meetings and room reservations, and helping plan and execute events for the Student Services Division.
b. Works with Executive Administration, community members, Student Services leaders, Instruction leaders, and students that come into the Administrative Office.
c. Ensures that the VPSS and Student Services Deans are informed of priorities, deadlines and challenges.
d. Assists with general budget oversight and purchase card reconciliation including monitoring transactions.
e. Maintains confidential files and information including those involving FERPA.
f. Composes, edits, and sends communications on behalf of the VPSS and Student Services Deans
g. Serves as recording secretary on Committees as assigned.
h. Provides back-up administrative support to executive leadership and other departments as needed.
DESCRIPTION OF OTHER DUTIES:
a. Coordinates committee and special meetings including recording, transcribing, and distributing minutes; maintains meeting records and other material.
b. Attends designated meetings, functions and assist with miscellaneous duties, as needed.
c. Orders and maintains materials and supplies.
d. Supports assembly day and/or other programs upon request.
e. Assists with Ad Astra Scheduling when requested.
f. Serves as back up for Curriculum Committee in absence of the Administrative Assistant VPI.
g. Performs other job-related duties as assigned.
OVERALL ACCOUNTABILITIES:
a. Demonstrates Black Hawk College core values.
b. Accuracy, timeliness, and efficiency of work.
c. Maintains confidentiality of records and information.
d. Maintains up-to-date job knowledge of all required software and applications.
e. Acts in a professional and pleasant manner and as an ambassador on behalf of the Deans and the College.
PRINCIPAL WORKING RELATIONSHIPS:
a. Works directly with the Student Services Deans and the VPSS.
b. Works cooperatively with Student Services leadership, Vice President for Instruction, department chairpersons, assistants to the Vice President for Instruction, faculty, and staff.
c. Works cooperatively with visitors, students, and customers of the College.
(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.)
a. Associate’s degree required. Bachelor’s degree preferred.
b. Minimum of two years demonstrated experience working as an administrative or executive assistant with proven levels on increasing responsibility.
c. Excellent interpersonal, oral and written communication, and organizational skills required.
d. Ability to maintain confidentiality required.
e. Proficiency in Microsoft Office programs required. Knowledge of Banner (or other Student Information System) preferred.
f. Ability to work well under pressure while maintaining a professional demeanor.
g. Must have basic working knowledge of remote work platforms (i.e. Microsoft Teams, Zoom, Webex, etc.)
The above statements reflect the general details necessary to describe the principle functions of the described job; it is not an all-encompassing statement of all the work requirements that may be necessary to perform the job.Black Hawk College does not sponsor employment visas.
Black Hawk College is an AA/EEO employer.
Salary : $45,000
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