Administrative Assistant to the Executive Vice Chancellor for Administrative Services

• Provide high-level administrative support to the Executive Vice Chancellor for Administrative Services.
• Arrange appointments and meetings for Administrative Services and the Executive Vice Chancellor for Administrative Services.
• Plan, organize, and conduct administrative duties involving routine matters independently, including processing check requests, preparing monthly purchasing card transaction envelopes, preparing insurance forms for renewal, distributing mail, and providing excellent communication both internally and externally.
• Manage, distribute, and maintain Common Area Agreements both internally and externally to ensure college policy compliance for all campus locations.
• Review certificates of insurance for outside organizations that utilize the college facilities to ensure college policy compliance for all college locations.
• Serve as fleet manager for the college, maintaining records for college-owned vehicles, and managing employee driving records and copies of driver’s licenses.
• Serve as property manager in collaboration with an external company for college-owned properties including reviewing income, expense statements, and approving necessary repairs/purchases.
• Maintain communication and coordination with outside agencies regarding management of college owned property.
• Compose correspondence in accordance with standard practices for outside organizations, internal staff and faculty, and department members, including representing the department on committees or task forces.
• Provide assistance and guidance to members of the Administrative Services department with individual projects as directed.
• Perform appropriate research, gather data, and prepare required forms and reports as directed.
• Collaborate with administrative services departments to update college policies and procedures as directed.
• Maintain contract files, correspondence files, reference files, confidential legal files, and other records for the Office of Administrative Services.
• Issue and review service agreements.
• Perform the administrative functions for the Administrative Services Council, including scheduling meetings, updating the governance council website, preparing the agenda, and taking and publishing meeting minutes.
• Assist with the maintenance of Administrative Services’ information on the college’s web site and implement necessary updates as needed.
• Assist the Executive Vice Chancellor with the coordination of the budget for the Administrative Services Department, including appropriate record-keeping and distribution of monthly financial reports.
• Assist in the development of departmental strategic plan objectives and initiatives for integrated planning and SWOT analysis.
• Perform other duties as assigned, including attending college functions, serving on committees and attending community events.
• Exhibit exemplary attendance and punctuality.
• Comply with college policies and procedures.

• Three years of increasingly responsible experience in administration/business.
• Demonstrated ability to work and communicate effectively with all constituencies of a diverse college community.
• Outstanding organizational skills.
• Ability to work well with others.
• Strong oral and written communication skills.
• Ability to use information technology for professional productivity (such as Microsoft Office Suite).

• Bachelor’s degree in public administration, business administration or a related field from a regionally accredited institution of higher learning.
• Sound knowledge of relevant federal, state and local government regulations in collegiate atmosphere.
• Experience with Ellucian Colleague.
• Experience working within a collegiate setting.

• Medical insurance coverage for employees through the CoxHealth network at no cost to employees.
• Dental, LTD and group life insurance coverage for employees at no cost to employees.
• Access to the on-site OTC Health and Wellness Clinic at no cost for employees and their dependents.
• Use of the OTC fitness center at no cost to employees.
• Twelve (12) tuition free college credit hours per fall and/or spring semester and six (6) college credit hours per summer term for employees and/or their dependents.
• College matches the employee PSRS/PEERS retirement at 14.5% or 6.86%

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