What are the responsibilities and job description for the Administrative Assistant - Asst. Vice Chancellor Grants and Resource Development, IRE, and Executive Dean Brenham Campus position at Blinn College?
To provide a variety of efficient services to the Executive Dean -Brenham Campus and the Assistant Vice Chancellor Grants Development and IRE.
Required Quals Summary
High School Diploma. 3-5 years administrative support experience. Practical and working knowledge of Word, Excel, Outlook; excellent verbal and written communication skills; maintain confidentiality
Special Notes To Applicants
This is a 12 month, benefits eligible position. Blinn College pays 100% of health insurance for full time employees, 50% for dependents, and two times your annual salary in life insurance benefits. Optional coverage’s can begin on your first active duty date. If you would like to review insurance benefits in advance, you can access the New Employee Benefits Guide online, http://www.ers.state.tx.us/New-Employee/Insurance/. Leave time includes 96 hours vacation, 40 hours discretionary and 16 hours personal each year and 8 hours sick each month. Paid leave for college designated holiday’s, spring break, thanksgiving and Christmas break (approx. 25 days per year)
Quick Link https://employment.blinn.edu/postings/12080
Position Details
Principal Accountabilities
Principal Accountabilities
1. Receive and screen incoming visitors and calls – by providing information and answering questions/requests from visitors, faculty, staff, and students – directing each to appropriate resources, as needed.
2. Plan and coordinate professional meetings and conferences – by organizing events and setting up travel arrangements.
3. Monitor inventory and purchasing – by checking budget categories and preparing purchase requisitions, expense forms, reports, and supplies
4. Develop spreadsheets of each semester for conference room reservations, scheduling and room utilization reports
5. Coordinate the calendars, as requested, of the Asst. Vice Chancellor and Executive Dean by entering events, checking availability, and sending calendar invites.
6. Ensure that printers, copiers, and other office equipment is “user ready” – by stocking and replenishing paper, print cartridges, etc. as needed.
7. Coordinate and maintain supplies for office, beverages, catering, and coffee for office.
8. Maintain and track office workflow – by establishing effective office procedures and processes.
9. Attend meetings, take minutes, and distribute for review
10. Establish and maintain strong working relationship with internal and external partners.
11. Effectively communicate and monitor incoming and outgoing emails.
12. Monitor office operating practices and procedures – by reviewing operating practices and procedures and determining whether improvements can be made in areas such as workflow, reporting procedures, or expenditures – and report findings to the Assistant Vice-Chancellor and Executive Dean.
13. Assist in coordinating and planning departmental events.
14. Performs other duties as assigned.
2. Plan and coordinate professional meetings and conferences – by organizing events and setting up travel arrangements.
3. Monitor inventory and purchasing – by checking budget categories and preparing purchase requisitions, expense forms, reports, and supplies
4. Develop spreadsheets of each semester for conference room reservations, scheduling and room utilization reports
5. Coordinate the calendars, as requested, of the Asst. Vice Chancellor and Executive Dean by entering events, checking availability, and sending calendar invites.
6. Ensure that printers, copiers, and other office equipment is “user ready” – by stocking and replenishing paper, print cartridges, etc. as needed.
7. Coordinate and maintain supplies for office, beverages, catering, and coffee for office.
8. Maintain and track office workflow – by establishing effective office procedures and processes.
9. Attend meetings, take minutes, and distribute for review
10. Establish and maintain strong working relationship with internal and external partners.
11. Effectively communicate and monitor incoming and outgoing emails.
12. Monitor office operating practices and procedures – by reviewing operating practices and procedures and determining whether improvements can be made in areas such as workflow, reporting procedures, or expenditures – and report findings to the Assistant Vice-Chancellor and Executive Dean.
13. Assist in coordinating and planning departmental events.
14. Performs other duties as assigned.
Minimum Qualifications
Minimum Qualifications
1. High school diploma or GED.
2. Three to five years of progressive administrative support experience in an office environment performing similar essential duties.
3.Proficient in Microsoft Office Suite.
2. Three to five years of progressive administrative support experience in an office environment performing similar essential duties.
3.Proficient in Microsoft Office Suite.
Minimum Competencies
Minimum Competencies
The ability to:
1. Effectively communicate with supervisors, peers, and subordinates – by telephone, in written format (letters/memos/emails), and in person and ability to keep information confidential.
2. Perform administrative activities as detailed in the principal accountabilities with a high degree of accuracy and attention to detail.
3. Interact with computers and essential software to create documents, spreadsheets, databases, PowerPoint presentations, etc. at a mastery level.
4. Observe, receive, process, and otherwise collect information from all relevant sources – and to disseminate in an organized and effective manner.
5. Establish and maintain effective and constructive interpersonal relationships with both internal and external stakeholders.
6. Organize, plan, and prioritize multiple work projects – by setting goals and timelines – with limited supervision and with a high degree of accuracy.
7. Think creatively – and thus develop, design, or create new applications, ideas, relationships, systems, or resources – thereby improving the efficiency and effectiveness of the Academic Affairs area.
8. Keep up-to-date on both essential and advanced technical skills – and to apply new knowledge to job tasks.
9. Meet all deadlines in an effective and efficient manner.
10. Ability to assist internal and external partners in a friendly manner.
11. Able to copy and file documents asnecessary.
12. Knowledge of campus schedules, classrooms, labs, faculty and staff, strong organizational skills.
13. Strong written and verbal communication skills.
14. Friendly customer service
1. Effectively communicate with supervisors, peers, and subordinates – by telephone, in written format (letters/memos/emails), and in person and ability to keep information confidential.
2. Perform administrative activities as detailed in the principal accountabilities with a high degree of accuracy and attention to detail.
3. Interact with computers and essential software to create documents, spreadsheets, databases, PowerPoint presentations, etc. at a mastery level.
4. Observe, receive, process, and otherwise collect information from all relevant sources – and to disseminate in an organized and effective manner.
5. Establish and maintain effective and constructive interpersonal relationships with both internal and external stakeholders.
6. Organize, plan, and prioritize multiple work projects – by setting goals and timelines – with limited supervision and with a high degree of accuracy.
7. Think creatively – and thus develop, design, or create new applications, ideas, relationships, systems, or resources – thereby improving the efficiency and effectiveness of the Academic Affairs area.
8. Keep up-to-date on both essential and advanced technical skills – and to apply new knowledge to job tasks.
9. Meet all deadlines in an effective and efficient manner.
10. Ability to assist internal and external partners in a friendly manner.
11. Able to copy and file documents asnecessary.
12. Knowledge of campus schedules, classrooms, labs, faculty and staff, strong organizational skills.
13. Strong written and verbal communication skills.
14. Friendly customer service
Preferred Qualifications
Preferred Qualifications
1. Associate or Bachelor’s degree.
2. Eight years of experience in an office environment performing similar essential duties.
3. Experience with MyBlinn, Banner, Insite, and Discover software.
2. Eight years of experience in an office environment performing similar essential duties.
3. Experience with MyBlinn, Banner, Insite, and Discover software.
Preferred Competencies
Preferred Competencies
1. Knowledge of purchase requisitions, Blinn College’s website, and ability to complete travel requests.
2. Microsoft certifications in related software areas.
2. Microsoft certifications in related software areas.
Working Conditions
Are there particular working conditions associated with this job that should be noted (I.E., working environment, hours of work, workspace, etc.)?
No
If 'Yes', please explain
Physical and Mental Requirements
Physical and Mental Requirements:
Light lifting, under 15 lbs., Light carrying, under 15 lbs., Walking, Standing, Sitting, Operating office equipment, Seeing, Identifying colors, Depth perception, Hearing (with aid), Hearing (without aid), Writing, Counting, Reading, Telling time
Custom Text One
Environmental Requirements
Environmental Requirements:
Travel by car (enter percentage of time in below field), Working closely with other, Working alone
Custom Text Two
5%
