Job Description - Assistant, College Support Systems Description View created on 11/22/2009
Assistant, College Support Systems
Reports To
Vice President, College Support Systems
Job Purpose
To provide executive level administrative support to multiple administrators and departments. Supports College efforts in College Connection Program statewide expansion with Texas Colleges as well as regional training programs and national program training initiatives.
Description of Duties and Tasks
Essential duties and responsibilities include the following. Other duties may be assigned.
Provides executive level support to a Vice President and other personnel associated with the College Connection Program by receiving, prioritizing, and responding to incoming correspondence, requests, reports and telephone, or email contacts.
Coordinates HB1, P-16, College Connection, intra- and interdepartmental efforts and responses.
Serves as first point of contact for College Connection state and national training inquiries, P-16 Special Advisor matters.
Coordinates completion of College Connection special projects.
Assists in coordination of activities and materials to support P-16, College Connection operations, as well as statewide/national training initiatives and regional training forums.
Coordinates special project training initiatives with external agencies including trainers, participants, scheduling, and needed materials. Oversees production of training materials.
Expedites the processing of documents or other items requiring action, assesses and works with other staff and community members to resolve issues from students, employees, and the public regarding College activities.
Organizes and maintains schedules, calendars, and appointments including meetings and events and the detailed arrangements associated with such including preparing or providing agendas, minutes, equipment, location, information packets, and follow up action items.
Performs complex computer activities including word processing, data processing, scheduling processes and visual and graphic presentations.
Coordinates and maintains operating budgets. Receives and processes requests for budget expenditures such as travel, equipment purchases, and funds for other activities and events.
Establishes and maintains files, logs, and other tracking systems for a variety of information, projects and events.
Coordinates special projects including researching and analyzing information and data; interpreting and applying policies and procedures, and/or recommending alternative solutions based on information gathered.
May assign and review the work of office personnel.
Knowledge
Must possess required knowledge and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
Required
College operations, organization, policies, and procedures.
Records retention, preservation, and recording.
Principles and methods of budget preparation and expediture control.
Office management processes and procedures.
Correct English usage, grammar, spelling, punctuation, and vocabulary.
Skills
Must possess required skills and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
Required
Maintaining an established work schedule.
Effectively using interpersonal and communications skills, including the use of tact, diplomacy and confidentiality.
Effectively using organizational and planning skills, including the use of intense attention to detail and follow through.
Exercising independent judgment.
Working independently with minimal supervisory oversight.
Compiling and organizing complex materials, summarizing discussions and actions taken in report form.
Reviewing and preparing narrative and statistical reports and records.
Interpreting and applying rules, regulations, policies, and procedures.
Analyzing situations accurately and adopting an effective course of action.
Maintaining confidentiality of work related information and materials.
Establishing and maintaining effective working relationships
Computer Skills
Required
Demonstrated proficiency using advanced office software applications and publishing and presentation software such as FrontPage, DreamWeaver, Publisher, and/or PowerPoint.
Physical Requirements
Occasional lifting of objects up to 10 pounds
Subject to standing, walking, sitting, bending, reaching, kneeling, pushing and pulling
Work is routinely performed in office environments
Work Experience
Required
Four years of administrative work experience in an executive level environment.
Education
Required
Associate's degree in office management or related field; Or educational equivalent in related field (60 college credit hours) or equivalent work related experience (one year work related experience equals 15 college credit hours).
Preferred
Bachelor's degree in related field.
Safety
Work safely and follow safety rules. Report unsafe working conditions and behavior. Take reasonable and prudent actions to prevent others from engaging in unsafe practices.
