Administrative Assistant, Academic Professional Development, OLAT
: Job Details :

Administrative Assistant, Academic Professional Development, OLAT

Department: Professional Development & Online Learning

Location: Jerry Sue Thornton Center

Reports To: Associate Vice President

Recruitment Type: External/Internal

Requisition ID: req5546

Employment Type: Full-Time Support Staff

Union Position: Non-Union

Work Schedule: Standard College Hours: M-F, 8:30am-5pm

Number of Openings: 1

Job Description:

SUMMARY

Works collaboratively with management and staff of the offices reporting to the Associate Vice President and provides administrative support to the Associate Vice President and the associated departments.

ESSENTIAL FUNCTIONS

* Works collaboratively with management and staff of the offices reporting to the Associate Vice President and provides administrative support to the Associate Vice President and the associated department Executive Director and Directors

* May serve as supervisor for support staff or student workers

* Monitors departmental budgets, resolves discrepancies, and maintains records and files for budget data

* Prepares monthly updates and reports for department budgets

* Serves as site budget preparation liaison and liaison with the Office of Finance and Business Services during the annual budget preparation process

* Reviews departmental operations and develops methods and procedures to improve services and workflow

* Answers phones and screens incoming calls and mail and responds independently to inquiries, drafts responses for executive review or refers as appropriate

* Calls or correspondence may deal with confidential or sensitive information and require diplomatic and immediate responses

* Handles internal and external stakeholders a diplomatic manner

* Researches and collects data to complete reports and projects

* Establishes and maintains general office files and records

* Works with payroll to handle non-instructional faculty payments

* Manages supervisor's calendar and schedules appointments

* Schedules internal and external meetings and activities with faculty, programs, business, community, and government institutions

* As directed, prepares, and assembles agendas, packets and other pre-meeting materials and takes and distributes minutes

* Provides support to committees/councils and special projects

* May provide leadership and management for special assignments assigned by supervising AVP and associated leadership team

* Researches, collects materials, and prepares information used by supervising executive in responding for requests from the administrative line, internal departments and external persons and agencies

* Prepares and maintains confidential correspondence and documents and assists in processing documents related to personnel, purchase orders, employment, benefits, and performance review activities

* May serve as department liaison with the Offices of Human Resources and Finance and Business Services

* Plans collegewide events, full team meetings, retreats, and events in collaboration with AVP, and respective Executive Director and Directors, including room reservations, logistics, and catering orders

* Assists with content management for departmental website, collegewide contact lists, and events calendar

* Develops and distributes College-wide faculty and dean communication materials

* Performs other duties as assigned

REQUIRED QUALIFICATIONS

EDUCATION AND EXPERIENCE/TRAINING

* Associate's Degree

* Significant related experience may substitute for education

* Minimum of five years of progressively responsible administrative support experience

* Demonstrated experience making sound decisions that affect a work unit or team

* Demonstrated experience in a role requiring diverse problem-solving methods in a variety of situations

* Demonstrated experience monitoring a business area's budget

* Demonstrated intermediate proficiency with Microsoft Outlook, Word, Excel, and PowerPoint

* KNOWLEDGE, SKILLS and ABILITIES

* Possess strong organizational and time-management skills

* Possess excellent written, verbal, and interpersonal communication skills

* Ability to foster a team environment and work collaboratively

* Ability to research effectively

* Works accurately with great attention to detail

* Excellent customer service skills and proven ability to develop and sustain productive customer relationships

* Ability to effectively accept direction from multiple levels of the College in various departments

* Possess working knowledge of administrative support concepts, practices, and procedures with the ability to apply to varied situations as it pertains to the departmental focus

* Ability to confidentially and discreetly handle subject matters requiring privacy and sensitivity

* Ability to develop and maintain relationships with key contacts to enhance workflow and quality

* Possess sensitivity to appropriately respond to the needs of a diverse population

PREFERRED QUALIFICATIONS

EDUCATION AND EXPERIENCE/TRAINING

* Bachelor's degree

* Demonstrated experience working at the executive level

* Demonstrated event planning and execution experience

* Demonstrated experience managing departmental websites

* Demonstrated basic proficiency with Visio or an equivalent program

* Demonstrated intermediate project management skills

* Demonstrated intermediate proficiency with Ad Astra or an equivalent program

* Demonstrated intermediate proficiency with Banner or an equivalent program

COMPETENCIES

CRITICAL COMPETENCIES

* Service Focus

* Time Utilization

* Quality of Work

VERY IMPORTANT COMPETENCIES

* Communication

* Continuous Improvement

IMPORTANT COMPETENCIES

* Collaboration

* Adaptability

PHYSICAL DEMANDS/WORKING CONDITIONS

(The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

* The work is performed in a normal, professional office environment;

* The work area is adequately lighted, heated and ventilated;

* Typically, the employee may sit comfortably to perform the duties of the job and will perform repetitive motions with hands/fingers using a computer mouse and keyboard to type. However, there may be some walking; standing; bending; carrying of light items such as papers, files, pamphlets, books, etc.;

* Work may also require walking and standing in conjunction with travel to and attendance at meetings and conferences away from the worksite

Special Note: Target Starting Salary Range: $53,625 to $56,375

The final offer for the successful candidate is targeted to fall within this range, but will be based upon an assessment of internal equity, the unit's available budget, and the candidate's qualifications in relation to the minimum and/or preferred job requirement(s).

Special Instructions to Applicants: During the application process, you may be required to attach a cover letter and/or resume. It is recommended that you have these documents ready to be attached electronically to the online application. This system accepts only MS Word or PDF attachments. Any employment with the College is contingent upon satisfactory completion of a background check and drug screen.

Affirmative Action Statement: Cuyahoga Community College is committed to attaining excellence through the recruitment and retention of a qualified and diverse workforce. Cuyahoga Community College is an equal employment/educational opportunity institution.