Administrative Assistant to the President

 

SUMMARY

Under the direction of a College President, incumbents use significant judgment in decision-making; perform a wide variety of specialized, difficult, and responsible administrative and secretarial functions of the assigned office; relieve the administrator of a wide variety of complex and routine administrative details on issues not requiring the administrator’s immediate attention. Support a wide range of complex programs, projects, and operations in which contacts must be tactfully handled. Act as the primary point person for the assigned office for both internal and external contacts. Oversee and coordinate the day-to-day office operations, as well as special events; may supervise and all administrative and clerical activities for the office of the President.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties as assigned.

  • Serve as a confidential Administrator support manager; screen incoming calls; greet and direct visitors, employees, and the public. Perform a wide variety of difficult and complex administrative, operational, and secretarial duties requiring careful consideration, coordination, and direction.
  • Promote and maintain positive and professional staff relations; communicate information in person or by telephone where sound judgment and interpretation of policies and regulations are necessary; maintain good public relations with the community.
  • Schedule, organize, and manage the day-to-day activities of the assigned office; assure efficient and effective office operations; determine appropriate priorities and refer issues accordingly; maintain administrator’s calendar of appointments with students, staff, faculty, administrators, and the general public; develop itinerary and make travel arrangements.
  • Perform various clerical duties; review incoming mail; compose replies for signature as appropriate; assure timely preparation and maintenance of appropriate reports, statistics, and documentation; compose a variety of correspondence, memoranda, reports, and other materials; prepare and edit documents and forms; review and proof documents for accuracy, completeness, and conformance to applicable rules, regulations, and styles.
  • Arrange, schedule, prepare agendas, and assemble agenda materials for a variety of meetings. Record and transcribe minutes and notes.
  • Approve designated administrative purchases; monitor and authorize budgets and office expenditures; process payments for purchases and contracts; and other special accounts.
  • Assist in the development of Board packets and agenda items; advise on procedures to be followed; create and/or collect supporting material; verify data for accuracy, completeness, and compliance with established procedures.
  • Operate a computer; use word processing, spreadsheet, data base applications, and presentation suites to prepare a variety of correspondence, memoranda, reports, and other materials.
  • May supervise, train, and evaluate assigned staff; coordinate, schedule, and review office work flow; provide work direction.
  • Event planning & Coordination of special events.
  • Freedom of Information Act Officer for Shawnee Community College

SUPERVISORY RESPONSIBILITIES

Student worker.

Education and/or Experience

Required:  Bachelor’s Degree or any combination of training and experience equivalent to core coursework and related technologies and five years of increasingly responsible experience as an administrative management in an educational or corporate setting with a minimum of one year lead and/or supervisory experience.

Preferred:  Master’s Degree.

OTHER

Writing:  Ability to prepare business communications, summaries, and reports, using prescribed format and conforming to all rules of punctuation, grammar, and style.

Reading:  Ability to read and understand mail addresses, business communications, newsletters, procedural manuals, dictionaries, and thesauruses.

Speaking:  Ability to participate in team discussions and committee meetings.  Ability to communicate over the telephone, giving appropriate responses and using a well-modulated voice and understandable English.

PHYSICAL DEMANDS  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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Lifting:  Raising objects from a lower to a higher position or moving objects horizontally from position-to-position.  Lifting items up to 20 pounds in weight.

Repetitive Motions:  Substantial movements (motions) of the wrists, hands, and/or fingers.

 

Application Deadline:

Review of applications will begin immediately and
continue until the position is filled. If you are selected as a finalist,
you will be notified by telephone. No further information
concerning the progress of the search will be available until a
decision has been reached. At that time,
applicants will be informed of the decision by letter.

All applicants must submit all of the credentials
below to the Human Resource Office in order for your application to be
considered complete.

  • SCC Application Form
  • Letter of Application
  • Resume
  • Official Transcript(s) (sent to Shawnee Community College directly from college/university)
  • Proof of Certification (if applicable)
  • 2 Letters of Recommendation

Submit above listed materials to:
Ms. Emily Forthman, Human Resources Director
Shawnee Community College
8364 Shawnee College Road
Ullin, IL 62992