Executive Administrative Assistant to the President

Provide high-level administrative support by conducting research, preparing statistical reports, and handling information requests, as well as performing routine administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. 

Salary: Appropriate placement on ACCS Salary Schedule C3, Grade II: $63,547 - $88,772

Work Hours: Monday through Thursday, 7:45 a.m. - 5:15 p.m.; Friday 7:45 a.m. - 11:45 a.m.

Applicants must meet the minimum qualifications and must submit a complete application packet to be considered. A complete application consists of the following:

• Online application
• Current résumé
• Copy of college transcripts (Transcript of college work verifying degree requirement; must include degree awarded and date confirmed. Unofficial transcripts will be accepted before the deadline, but official transcripts must be received if employed.)

Application materials must provide documentation that the applicant meets all minimum qualifications.

Applicants must provide information from previous employers documenting full-time related work experience if an offer is made.

1. Assist the President in administrative operations.
2. Manage and maintain the President's schedule.
3. Receive, input and process paperwork ensuring items are submitted in a timely manner.
4. Operate Excel or other database software to track, sort, format and analyze data for a variety of purposes including reporting and data analysis.
5. Create, proof and edit presentations in PowerPoint or other presentation software.
6. Gather reference materials for articles or speeches from a wide variety of sources and prepare speeches and presentations for the President.
7. Coordinate with Public Relations regarding special events.
8. Discern when confidentiality in work needs to be maintained and maintain that confidentiality.
9. Arrange conferences and staff meetings; prepare agenda, take minutes, and follow up on meeting action items.
10. Screen callers and visitors in accordance with predetermined policy; maintains a schedule of appointments.
11. Conduct studies and collect information on administrative problems; analyze findings; makes report of practical solutions.
12. Collect, analyze, and compare data and trends; prepare reports including observations, conclusions, and recommendations.
13. Alert supervisor of any issues that are in need of attention.
14. Recommend ways to improve processes and or procedures for more efficient operations.
15. Utilize computer programs to mail merge documents and create labels.
16. Perform all duties with professionalism.
17. Coordinate and assist with preparation of the yearly budgets.
18. Proof and edit correspondence and documents.
19. Input and process purchase orders as well as other information into Banner.
20. Implement and maintain filing systems.
21. Order supplies.
22. Type and transcribe letters, memos and other correspondence or written documentation.
23. Coordinate the work of work-study and part-time employees.
24. Screen and route incoming mail including email.
25. Submit maintenance work orders.
26. Serve as policy review analyst.
27. Identify policy areas, collect and analyze information then report findings and propose policy updates.
28. Maintain active State Board of Trustee policies in an effort to ensure the College’s policies and procedures are in compliance.
29. Other duties as assigned.

MINIMUM EDUCATION and/or EXPERIENCE

1. A minimum of a Bachelor’s degree from an accredited institution and a minimum of five (5) years administrative support experience is required.
2. Ability to utilize Excel or other database software (such as Access) to enter, format, sort and analyze information and prepare reports is required.
3. Ability to utilize Word or other word processing tools to prepare and communicate information is required.
4. Ability to access and operate video conferencing software is required.

Preference will be given to candidates who can demonstrate through their experiences and accomplishments:

1. Extensive knowledge of Alabama Community College System and institutional policies and procedures; ability to exercise judgment and discretion in applying and interpreting institutional policies and procedures.
2. Extensive knowledge of the principles and practices of public administration; ability to initiate and implement administrative procedures and evaluate their effectiveness.
3. Knowledge of community college policies and procedures.
4. Knowledge of research techniques and report writing.
5. Knowledge of the principles of personnel administration and budget preparation.
6. Ability to plan, assign, direct, and review the work of others.
7. Ability to maintain confidential information.
8. Ability to assist with legal matters regarding human resources, ACCS Board of Trustees action items, and Board of Adjustment items.
9. Ability to work effectively with the Chancellor’s Office staff, ACCS Board of Trustees, elected officials, College Foundation members, and colleagues throughout the College.
10. Knowledge of rules of grammar.
11. Knowledge of generally accepted office practices and procedures.
12. Knowledge of FERPA.
13. Skill in operating a mouse to control a computer.
14. Skill in operating a computer including tablets.
15. Skill in utilizing a multi-line phone system.
16. Skill in operating a fax machine, copier, scanner, calculator printer, camera and typewriter.
17. Ability to make decisions based on correspondence, data or other information.
18. Ability to utilize and search the internet for information.
19. Ability to multi-task and prioritize issues.
20. Ability to work and communicate with a variety of people from diverse backgrounds.
21. Ability to utilize email systems to communicate information.
22. Ability to work with minimal supervision.
23. Ability to operate in a professional manner at all times.
24. Ability to greet individuals of any background with friendliness, tact and courtesy.
25. Ability to draft letters and other correspondence.
26. Ability to proof and correct materials according to rules of grammar and business etiquette.
27. Ability to operate in high pressure situations and respond to issues in a calm manner.
28. Ability to manage “upward” to ensure the schedule and priorities of managers are maintained.
29. Ability to create visual presentations using PowerPoint or another similar tool.
30. Conscientious- care about how work is done and wanting to do a good job.
31. Initiative- responding to downtime by taking responsibility to do other work.
32. A focus on details.
33. A focus on being friendly and patient in responding to customer need.
34. Willingness and desire to learn new things and apply that learning.
35. Willingness to maintain flexibility in order to meet customer and testing center needs.
36. A positive attitude regardless of circumstances at hand.
37. Confidence in decision making and communication skills.

ADDITIONAL INFORMATION:

 Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed application packet in order to be considered for this position. Complete application files must be received no later than the application deadline. Applicants who fail to submit all required information will be disqualified. Only applications received during the period of this announcement will be considered. Applicants must travel at their own expense. Finalist will be required to provide official transcripts that are mailed directly to the Office of Human Resources at Calhoun Community College from the institution(s) granting the credits.

 BACKGROUND CHECK STATEMENT:

 In accordance with Alabama Community College System Policy and guidelines, the applicant chosen for employment will be required to sign a consent form. Employment will be contingent upon the receipt of a clearance notification from the criminal background check.

 Calhoun Community College is an equal opportunity employer. It is the policy of the Alabama Community College System, including all post secondary 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. Calhoun Community College will make reasonable accommodations for qualified disabled applicants or employees. The college 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. Calhoun Community College participates in the E-Verify system to verify employment eligibility for all newly-hired employees.

 Calhoun Community College is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) to award associate degrees. Degree-granting institutions also may offer credentials such as certificates and diplomas at approved degree levels. Questions about the accreditation of Calhoun Community College may be directed in writing to the Southern Association of Colleges and Schools Commission on Colleges at 1866 Southern Lane, Decatur, GA 30033-4097, by calling (404) 679-4500, or by using information available on SACSCOC’s website (www.sacscoc.org). Specific questions regarding Calhoun's educational programs, admissions, and other matters related specifically to the College should be forwarded directly to the college. 

 APPLICATIONS MAY BE FILED ONLINE AT:

 http://www.calhoun.edu

 P.O. Box 2216

 Decatur, AL 35609

 256-306-2590

 256-306-2591

 jobs@calhoun.edu