Job Details
Administrative Assistant, Institutional Progress & Effectiveness
Department: VP Institutional Prog & Effect
Location: Jerry Sue Thornton Center
Reports To: Vice President, Instit Progress & Effect
Recruitment Type: External/Internal
Requisition ID: req5263
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
Provides project and program coordination as well as administrative support and assistance to the Vice President of Institutional Progress & Effectiveness. Works collaboratively with the Vice President's direct reports and other staff coordinators across the College, as needed, in relation to projects, timelines, communications, documents and meetings.
ESSENTIAL FUNCTIONS
* Manages all aspects of the Vice President's calendar including scheduling appointments with the members of the College's executive team, staff, faculty, and external individuals such as business, community and government leaders
* Provides leadership on special assignments assigned by supervising executive including project management and research as well as proofreading, editing and drafting a variety of internal and external publications
* Represents the Vice President of Institutional Progress & Effectiveness on committees, in meetings, in conference calls and throughout the College.
* On behalf of the VP, directly responds in a timely manner to requests for information from internal and external sources, maintaining necessary confidentiality
* Under the direction of the VP, provides proofreading and editing support for communication and presentation materials distributed by the department
* Independently drafts executive level summaries, reports and presentations for dissemination to executive staff and external partners, maintaining necessary confidentiality
* Monitors and supports work of project management teams established by the VP
* Prepares confidential correspondence and documents for direct use by the VP and others in the College, and handles confidential or sensitive information diplomatically, including information related to payroll issues, budget, legal matters or personnel issues
* Exercises independent judgment in interpreting application of College policies and procedures, and contributes to the formulation of new College policies, as well as to the revision of existing policies and procedures
* Attends staff and project team meetings and provides follow-up on meeting outcomes, including management and tracking of resulting activities and projects including providing support by preparing and assembling agendas, packets and other pre-meeting materials and taking and distributing meeting minutes
* Manages VP schedules and calendars, and schedules internal and external meetings and activities with businesses, community organizations and government institutions
* Monitors the departmental budgets of the Institutional Progress & Effectiveness office and the office of Institutional Research; maintains records and files for budget data and general office information
* Answers phones and screens incoming calls and mail
* 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 demonstrated experience administering departmental initiatives, including project management or project coordination, in a business, finance, or educational environment
* 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
KNOWLEDGE, SKILLS and ABILITIES
* 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
* Possess strong organizational and time-management skills
* Possess excellent editing and proofreading skills
* Possess excellent written, verbal and interpersonal communication skills
* Ability to work accurately with great attention to detail
* Ability to foster a team environment and work collaboratively
* Demonstrated ability to multitask in a fast-paced environment, and to coordinate supporting multiple projects while prioritizing workload
* Ability to work with limited supervision, and the ability to exercise independent judgment and initiative
* Ability to research effectively
* Possess excellent customer service skills and proven ability to develop and sustain productive customer relationships
* Demonstrated intermediate project management skills
* Demonstrated intermediate proficiency with Microsoft Outlook, Word, Excel, and PowerPoint
* Ability to confidentially and discreetly handle subject matters requiring privacy and sensitivity
* Ability to develop and maintain relationships with key contacts to enhance work flow and quality
* Possess sensitivity to appropriately respond to the needs of a diverse population
COMPETENCIES
CRITICAL COMPETENCIES
* Service Focus
* Time Utilization
* Quality of Work
VERY IMPORTANT COMPETENCIES
* Communication
* Continuous Improvement
IMPORTANT COMPETENCIES
* Collaboration
* Adaptability
PERFERRED QUALIFICATIONS
EDUCATION AND EXPERIENCE/TRAINING
* Bachelor's Degree
* Demonstrated experience providing executive-level support in higher education
KNOWLEDGE, SKILLS and ABILITIES
* Demonstrated online and other research capabilities
* Demonstrated proficiency in proofreading and editing
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
EQUAL OPPORTUNITY 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.
Special Note:
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.