ALAMO COMMUNITY COLLEGE DISTRICT JOB DESCRIPTION
Nonexempt
Job Title : ADMINISTRATIVE ASSISTANT TO THE PRESIDENT (1206)
Completion
Date :
Policy Group : Nonexempt-Clerical/Maintenance/Technical
PRIMARY IMPACT:
Provides standard administrative, technical, or production services or information that support others, and/or organizes data and information that is used and analyzed by others.
DUTIES:*
1. Coordinate the administrative functions within the office of the President. Address and resolve routine office matters and supply and equipment needs.
2. Compose, assemble, and prepare documents for the President’s signature to include highly confidential and/or complex materials, forms, reports, manuscripts, grant proposals, etc.
3. Receive calls/correspondence directed to the President and screen/redirect to office of primary responsibility as appropriate; assist callers/visitors whenever possible following established policies and procedures and within authorized limits. Ensure matters are forwarded to supervisor as needed.
4. Schedule/coordinate all meetings, appointments, conferences, and travel for the President. Maintain calendar to preclude/resolve conflicting appointments.
5. Prepare agendas, attend meetings, and prepare minutes.
6. Assist in the maintenance and preparation of budget(s) and perform complex accounting procedures. Work with District administrators, vendors, and accounting personnel on budget matters. Resolve problems
7. Assist with interpretation of policy to faculty, staff, students, and visitors and serve as a resource for the institution.
8. Process District forms such as payment requests/PARs/work orders/time logs, etc.; prepare/verify Board materials; may process/verify payroll documents; review and/or compile same information from subunits.
9. May supervise lower-level staff members to include hiring/training/motivating/disciplining and/or serve as a leader or resource person for other staff members in the President’s office. Perform duties of subordinate personnel as needed.
* Any one position may not include all of the duties listed, nor do the examples necessarily include all of the duties performed.
KNOWLEDGE/SKILLS/ABILITIES:
Thorough knowledge of English grammar, syntax, spelling, punctuation, composition, word processing software, databases, spreadsheets, and office management policies and procedures.
Accuracy in business math calculations; typing skills of 50 wpm. Excellent communication and interpersonal skills required for dealing with complex, confidential issues and high-level administrators.
Demonstrated ability to maintain confidentiality, prioritize work, work independently within stated policies and procedures, deal effectively with a wide range of individuals, and represent supervisor in a professional manner.
JOB EMPOWERMENT
(+) The employee follows existing procedures to which he/she can make some changes to solve problems. Progress or results of work is periodically checked and prior approval is required before changing standard work procedures.
LEADERSHIP OF PEOPLE
Work flow management of a unit including training and contribution to performance appraisal (but not the full complement of management duties).
VERBAL COMMUNICATION SKILLS
Discussing unique or non-recurring issues with others which may involve converting specialized terms into everyday language to ensure understanding.
WRITTEN COMMUNICATION SKILLS
Composing letters, memos, or reports of a routine or recurring nature.
PROBLEM ANALYSIS
The employee typically has to deal with issues or problems that often require assessment and reasoning before coming up with an approach or solution. The search for solutions may be accomplished quickly, but usually requires assessment and analysis of various alternatives based on standards or approaches defined by management or the appropriate professional/technical discipline.
MINIMUM AND PREFERRED EDUCATION
Minimum: An Associate's degree or equivalent (60 hours of college). Additional secretarial/clerical experience beyond six years may be substituted for the degree, on a year for year basis up to two years.
Preferred: A Bachelor's degree.
A Bachelor’s degree in Business Administration or other job-related discipline is highly preferred.
MINIMUM AND PREFERRED EXPERIENCE
Minimum: Five to eight years.
Preferred: More than eight years.
Specifically, the position requires a minimum of six years of progressive secretarial/clerical experience including support of high level executives and bookkeeping. Supervisory skills/experience helpful. Experience in maintaining confidentiality essential.
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Note: "(+)" indicates that an "intermediate" definition was selected for this factor. The statement applies to the lower level.
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Incumbent signature Date
Supervisor signature Date