Job Description - Assistant to the President/Board Description View created on 11/22/2009
Assistant to the President/Board
Reports To
President and/or Board
Job Purpose
To provide executive level administrative support.
Description of Duties and Tasks
Essential duties and responsibilities include the following. Other duties may be assigned.
Provides executive level support to the President and/or Board by receiving, prioritizing, and responding to incoming correspondence, requests, reports, and telephone or e-mail contacts.
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 and board 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, web site updates, 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.
Manages and implements special projects including researching and analyzing information and data; interpreting and applying policies and procedures and/or recommending alternative solutions based on information gathered.
Analyzes operating practices such as record keeping systems, forms control, personnel, and budgetary requirements to create new systems or procedures.
May assign and review the work of office personnel.
May coordinate visits and tours; and/or assist with the strategic planning process or unresolved legal issues.
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 expenditure 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, this may include evenings and weekends.
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.
Compiling and organizing complex material, summarizing discussions and actions taken in report form.
Interpreting and applying rules, regulations, policies, and procedures.
Reviewing and preparing narrative and statistical reports and records.
Establishing and maintaining effecting working relationships.
Establishing and maintaining effecting working relationships.
Maintaining confidentiality of work related information and materials.
Analyzing situations accurately and adopting an effective course of action.
Computer Skills
Required
Demonstrated proficiency using advanced office software applications and website, 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
Five years office or administrative work experience in an executive level environment.
Education
Required
Associate's degree in office management or related field.
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.
