Executive Administrative Assistant to the President

Position Summary

The Executive Administrative Assistant to the President is responsible for managing the day-to-day operations of the President’s office efficiently, as well as performing clerical and/or record-keeping tasks required in the daily activities of the College work.

Salary Commensurate with education and experience according to ACCS Board of Trustees Salary Schedule E1/01.

Essential Duties and Responsibilities

• Facilitates the efficient utilization of the President's time through the development and coordination of a complex calendar of appointments, meetings, social engagements, and college and community functions with individuals and groups.
• Promotes a positive image of the College by greeting and receiving visitors to the President's office and responding to inquiries from diverse College publics (e.g., students, parents, faculty, staff, legislators, alumni, the media, and public and private officials).
• Safeguards the confidentiality of the College by exercising discretion in communicating information to faculty, students, staff, and the various publics served by the College and in handling administrative records, files, and similar confidential items.
• Coordinates the flow of incoming communications and outgoing communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office, department, or agency for outgoing communications.
• Serves as an event coordinator and facilitates the success of events hosted by the President's office by scheduling events with appropriate offices and agencies, advising/contacting participants or guests, preparing agendas and programs, arranging for audiovisual and associated support equipment, using independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinating or providing support during the events.
• Performs office management responsibilities by assuring the proper accountability of college property and equipment assigned to the office, providing office personnel with necessary supplies and equipment, and maintaining office equipment in working condition.
• Schedule appointments and maintain the calendar for the President.
• Works independently with limited supervision by gathering and organizing required information, maintaining required records, evaluating various approaches to completing projects, developing tools and utilizing available resources to achieve desired outcomes, exercising judgment to make decisions, and assuring effective communication with stakeholders.
• Facilitates and arranges official travel for the President.
• Creates requisitions and reviews incoming requisitions and business office documents for accuracy and compliance with policy.
• Prepare and distribute correspondence in the President’s Office to include letters, memos, minutes, reports, and contracts.
• Serve as office manager in the Office of the President.
• Maintain adequate records.
• Assists the President with public relations activities and with College special events.
• Make arrangements for meetings, conferences, and interviews for the President.
• Coordinate and assist in the preparation of forms, proposals, and reports for agencies such as the Alabama Community College System (ACCS), Alabama Commission on Higher Education (ACHE), Council on Occupational Education (COE) and the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC).
• Demonstrate ethical behavior, loyalty, honesty, and integrity, both on and off the campus.
• Activity participates in division/college committees and campus activities.
• Perform other duties as assigned by the President.

Qualifications

• Bachelor’s degree from an accredited institution, required.
• Three (3) years of full-time work experience in post-secondary education, required.
• Proficient computer skills, experience using Microsoft Office Suite and other administrative software applications.

• Excellent written and verbal communication skills.
• Ability to make independent judgements, solve problems, provide leadership, and work with diverse groups of people.
• Excellent organizational skills, being attentive to detail, and having the ability to prioritize multiple tasks.
• Willing to be flexible with work schedule as workload dictates.
• Understand and maintain confidentiality and professional integrity.
• Reliable and punctual.
• Ability to establish and maintain effective working relationships with others internal and external to the College.

Application Procedures/Additional Information

Applicants must meet the minimum qualifications and must submit a completed application through the online application systems to be considered for this position. Submission of a completed application packet is the responsibility of the applicant. To be considered for an interview, (only complete application packages will be given consideration for employment, incomplete application packets will eliminate the possibility of an interview). The applicant must submit the following:

• A completed official College employment application
• A current resume
• Copy of unofficial or official transcripts. (Transcripts must confirm applicant meets educational requirements.)
• Employment verification of work experience, must be on company letterhead or form, signed by company administrator.

Sick Leave
All regular full-time non-instructional staff earns one day of sick leave which is the equivalent of 8 hours of sick leave per month. Unused sick leave is rolled over to the following year. Upon retirement, employees are allowed to convert unused sick time into service time for the purpose of retirement. Further retirement benefits may be found on this page under Alabama Teacher's Retirement.

• Single $ 30
• Family (without Spouse but with dependents) $ 207
• Employee Spouse (no dependents) $ 282
• Family (with Spouse and dependents*) $ 307

• Includes $100 per month spousal surcharge Note: The spousal surcharge does not apply to spouses who are independently eligible for PEEHIP.

• Member $ 50
• Spouse $ 50