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Executive Assistant (Presidents Office)


Position Title Executive Assistant (President's Office)
Position Type Confidential
Status of Position Staff - Full Time
Union Non-Union
FLSA Non Exempt
Position Summary
Provides confidential support to the President and Administrative Director, President's Office and Board of Trustees. Performs professional and administrative tasks requiring technical proficiency, decision-making, and judgment on confidential and/or sensitive issues.
Reporting and Supervisory Relationships
Direct reporting relationship to the Administrative Director, President's Office and Board of Trustees.
Essential Responsibilities
1. Provides administrative support to the President's office including serving as receptionist for phone calls and visitors to the office;
2. Maintains the confidentiality of the President's office;
3. Types/prepares and stores correspondence, records, reports and other administrative material generated by the President's Office;
4. Responsible for coordinating meeting and appointment calendar for the President's office;
5. Responsible for coordinating board packet and board meeting preparation;
6. Responsible for preparation of Evening Administrator schedule for Fall, Spring and Summer Semesters;
7. Responsible for Board Room calendar;
8. Receives, opens, reads for subject matter, and screens for importance and priority incoming correspondence; retains for personal attention correspondence pertaining to assigned areas of responsibility and distributes the remainder to appropriate parties for attention and response;
9. Establishes and maintains files of important correspondence, records and reports; retrieves or researches files for information as requested and maintains appropriate controls over files;
10. Evaluates concerns brought to the President's office and directs the concerns to the appropriate division or department;
11. Uses Ellucian to process invoice payments, requisitions and purchase orders;
12. Arranges travel for the President's Office and Board of Trustees; processes expense reports;
13. Reconciles monthly credit card statements;
14. Maintains office and copy machine supplies;
15. Performs other related duties as required and deemed appropriate in support of the President's office to accomplish assigned responsibilities and functions.
Minimum Qualifications
1. Associates degree in office administration or related field and two years of experience as an administrative assistant; or a high school diploma or equivalent and four years of experience as an administrative assistant;
2. Strong computer and analytical skills, including proficiency in the use of Microsoft Office programs;
3. Strong interpersonal skills with the ability to relate well with diverse populations;
4. Ability to treat confidential information with discretion;
5. Outstanding written and oral communication skills.
Preferred Qualifications
1. Bachelor Degree in Liberal Arts or Business field and five (5) years or more of progressively responsible high level administrative support to executive;
2. Aptitude to learn new computer skills as necessary;
3. Experience in higher education;
4. Experience with Ellucian or other similar software;
5. Experience with an advisory or governing board.
Anticipated Work Hours and Days 8:00a.m. ? 4:30pm, Monday ? Friday
Salary $55,000 to $60,000
Posting Date 07/30/2018
Open Until Filled Yes
Special Instructions to Applicants All applications must be submitted electronically through Prairie State College website.
Quicklink for Posting
http://prairiestate.peopleadmin.com/postings/1817
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