Detailed Job Description
Performs significant and advanced administrative assistance to the Campus President. Organizes and manages the Campus President's Office; accountable for management of complex clerical and administrative duties; may review the work of assigned clerical personnel. Works under limited supervision with significant latitude for the use of initiative and independent judgment. Must be able to use all software available to the Campus President with proficiency.
1. Plans, manages and implements complex programs that are sponsored by the college on the campus and allocates the budget related to those programs.
2. Researches issues and concerns addressed to the Campus President (including confidential and sensitive issues) and reports findings to the Campus President; may determine appropriate course of action; and /or may refer or respond when appropriate.
3. Assists the Campus President by writing, editing and preparing correspondence (that can be confidential and/or sensitive), speeches, reports, articles, tweets; prepares PowerPoint presentations and Excel spreadsheets; collects data using Survey Monkey and the Administrative Review System; and consults with the Deans for the production of analytics for consideration by the Campus President; proofreads and drafts copy for programs, invitations and other materials; track RSVPs; coordinates events on campus with the Marketing Department, the Foundation staff, and the Assistant to the President; updates the web presence for the campus, the campus social media presence and assists in the campus mailings.
4. Assists the Campus President in the development and review of the current and proposed office and campus budgets; processes orders; assists in the research for and development of grant proposals and budgets for such proposed grants; assists in ensuring that budgets are reviewed on an ongoing basis by the Campus President. Performs accounting functions related to accounts payable or receivables.
5. Performs a wide-variety of complex, responsible and confidential administrative duties for the Campus President including managing the calendar; completing expense reports; arranging travel plans, itineraries and agendas, and compiling documents associated with travel related meetings.
6. Manages the day to day operations of the Office of the Campus President.
7. Serves as the Campus President's gatekeeper and interprets and explains College policies, rules, and guidelines in response to inquiries; refers inquiries as appropriate; provides direct access to the Campus President through management of the calendar and appointments.
8. Provides logistics and arranges meetings and conferences; keeps the Campus President well informed of commitments and responsibilities.
9. Provides project support to the Campus President: stays in touch with the environment on campus and advises the Campus President whenever possible.
10. Provides communication between the Campus President's office and internal and external stakeholders and partners.
11. Maintains campus employee evaluations and disciplinary actions; maintains personnel files and records.
12. Develops and maintains the minutes for the Campus Communications Cabinet, the Campus Leadership Council of Deans, and other meetings coordinated by the Campus President and the Deans.
13. Stays current and keeps the Campus President abreast of key College strategies, goals, and policies and ensures that the campus advances the mission, strategies, and goals of the college.
14. Understands organizational policies and procedures to ensure appropriate protocols are followed; ensures that the campus personnel archives campus records according to the college records retention schedule.
15. Prioritizes conflicting needs; handles matters expeditiously, proactively, and manages projects and/or follows-through on projects to successful completion, often with deadline pressures.
16. Initiates and maintains a variety of files and records; orders and purchases supplies and catering for the office and campus.
17. Plans, assigns, and supervises the work of assigned clerical personnel and work study students; assist with the completion of performance evaluations of assigned personnel; train staff in office methods and procedures.
18. Performs other duties as assigned.
Associate's degree in communications, marketing or related field or completion of at least 60 college credits; Bachelor's degree preferred. Minimum of five years of experience in similarly responsible positions in complex institutions; proven logistical and project management skills. Ability to manage complex and multiple projects on behalf of the Campus President; excellent ability to exercise good judgment and critical thinking skills; strong ability to research complex issues and report outcomes to the Campus President; ability to handle confidential matters with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response; ability to manage multiple priorities and work independently under pressure.
Knowledge of MS Excel, Word, PowerPoint, Outlook and use the internet proficiently. Knowledge of the use of student information systems strongly preferred. Knowledge about managing the web presence of the campus and use of social media to advance the mission of the institution required. Strong written and verbal communication skills.
12 - min. $41,634
This position will remain open until filled. However, in order to ensure consideration for an interview, please submit your completed application, cover letter and resume by no later than March 27, 2015. The College cannot guarantee that application materials received after this date will be considered or reviewed.
Equal Employment Opportunity Employer
The Community College of Allegheny County (CCAC) and its Board of Trustees are committed to the principle of equal opportunity in education and employment for all. College conforms to all applicable federal, state, and local laws and regulations relating to equal employment. The College CCAC does not discriminate based upon race, color, religion, national origin, ancestry or place of birth, sex, gender identity or expression, sexual orientation, disability, use of a guide or support animal due to disability, marital status, familial status, genetic information, veteran status, or age or use of a guide or support animal because of blindness, deafness or physical disability of any individual. Creating, supporting and sustaining a diverse community prepare our students to be effective in the world outside of CCAC.
The College also prohibits and will not engage in retaliation against any person who in good faith reports a violation of this policy, makes a claim of discrimination or harassment, provides information in an investigation of a potential violation of this policy, or otherwise engages in protected activity under the law. Questions may be addressed to firstname.lastname@example.org.
College conforms to all applicable federal, state, and local laws and regulations relating to equal employment.