Unclassified Employment Opportunities

Position:  Executive Assistant
Position Type:  Unclassified/Full-Time
Department:  Chancellor’s Office
Reports To:  Chancellor

Job Summary:
Responsibilities include greeting guests, scheduling meetings and appointments, making office supplies arrangements, and providing general administrative and program support to the Chancellor. Serves as primary point of operational and administrative contact for internal and external constituencies, often on complex and confidential issues. Coordinates and/or participates in the coordination, supervision, and completion of special projects and/or events. Many serve on a variety of committees in a support capacity.

Responsibilities:

• Provides confidential secretarial and administrative support for the Chancellor, to include managing schedule/calendar, making travel arrangements, screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries as appropriate.
• Will be customer driven and student oriented in all communications with stakeholders.
• Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes and facilitates meetings, conferences, and other special events, as required.
• Organize office operations and procedures.
• Manages the reception area to ensure effective telephone and mail communications bother internally and externally to maintain professional image.
• Coordinate with IT, Facilities, and Purchasing departments on all office equipment.
• Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office.
• Monitors and coordinates accounting activities as appropriate and prepares internal reports for management; participates in budget planning and management, as required.
• Assists with project development and planning to ensure more efficient service and organization of the office.
• Composes and prepares written documentation and correspondence for the office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.
• Assists in the coordination, supervision, and completion of special projects as appropriate.
• Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
• Perform other related duties as assigned.

Required Education and Experience:

• Bachelor’s degree.
• Two (2) years related work experience.

Allowed Substitutions:

• Associate’s degree.
• Four (4) years related work experience.

OR

• High School Diploma/GED.
• Six (6) years directly-related work experience.

Preferred Education:

• Bachelor’s degree from an accredited college/university in the field of Business Administration or a related field.

Special Skills and Abilities:

• Skills/Abilities: Application and intermediate knowledge of office practices and procedures. Ability to maintain a high level of accuracy in preparing and entering information. Intermediate computer skills to include spreadsheet and word processing programs, and e-mail at a highly proficient level. Have stress management skills and time management skills. Effective phone etiquette skills. Must be able to communicate effectively in both written and verbal form. Must maintain confidentiality of work-related information and materials. Must establish and maintain effective working relationships. Excellent customer service skills. Have analytical and problem-solving skills. Decision making skills. Should have knowledge of document-imaging technology.
• Equipment Used: Personal Computer and other equipment associated with a general office environment (copier, telephone, fax, etc.)
• Software Used: A variety of word-processing, spreadsheet, database, e-mail, and presentation software.

Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee will occasionally lift and/or move up to 10 pounds.

Interpersonal Skills:
Alternative or combined skills in understanding, counseling, and/or influencing people are important in achieving job objectives, causing action, understanding others, or changing behavior; and, skills of persuasiveness or assertiveness, as well as sensitivity to the point of view of others.

Working Conditions:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The incumbent will be located in a busy, open area office and is faced with constant interruptions and must meet with others on a regular basis. The incumbent must spend long hours in intense concentration. There are a number of deadlines associated with this position, which may cause significant stress. The incumbent must also deal with a wide variety of people on various issues.

Application Process:

To apply, send cover letter, resume, unofficial transcripts and contact information for three professional references to: resumes@nunez.edu (Include Executive Assistant in the subject line)

The committee will begin the review of applications immediately. Applications will be accepted until the position is filled.

All applications are confidential, and references will not be contacted without the expressed authorization of the applicant.

It is the policy of Nunez Community College not to discriminate based on sex, creed, color, race, sexual orientation, age, national origin, or disability in its educational programs, activities, or employment policies as required by Title IX of the 1972 Education Amendments and other Federal and State anti-discrimination laws.

ADA & EOE