Executive Administrative Assistant 1

Metropolitan Community College
life insurance, 403(b)
United States, Missouri, Independence
Dec 12, 2024
Position Type: Full-Time Class Category Classified Staff Job Open Date 12/12/2024 Job Close Date 01/06/2025 Open Until Filled No Initial Screen Date: 01/09/2025 Minimal Qualifications: Associate's degree; One year of experience in clerical/administrative support or related area. Minimum Education Qualification can be substituted with an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job. Preferred qualifications: Bachelor's degree Experience planning events and meetings. Experience maintaining confidentiality. Experience working in an educational organization. Experience managing incoming and outgoing phone calls, phone messages, emails and departmental mail Experience in managing multiple projects Effective interpersonal and office management skills, including ability to establish and maintain positive working relationships with students, coworkers and external constituents Experience working in a busy office with frequent interruptions Proficiency with computer software (Microsoft Office suite, information systems, email, web-based applications). Work Hours Normally scheduled Monday through Friday; however, may be required to work other shifts to include evenings and/or weekends. Schedule subject to change based upon department needs. Compensation The annual salary is $41,940-$44,456. A competitive benefit package is included. Special Instructions to Applicants PLEASE NOTE: Cover letter, resume, and transcripts are required and must be attached to the online application in order to receive any consideration. Interviews will be conducted by a screening committee. We offer all full-time employees medical, dental, vision, and life insurance plans, as well as retirement, 403b, employee assistance, wellness programs, and flexible spending and health savings account. We have a generous time-off policy including vacation, sick/personal days, holidays, and paid spring and winter break. We can't wait to show you why Metropolitan Community College is a great place to work! * EOE/M/F/Vet/Disabled Class Summary Incumbents provide advanced and comprehensive administrative support for an assigned dean. Typical Essential Duties Collects, prepares, reconciles, reviews, verifies, and/or maintains comprehensive information, data, documents, and records; ensures information accuracy and compliance with applicable standards, policies, and procedures. Prepares and reviews budget requests; monitors budget spending, accounts, or bills; monitors fund availability; and provides status updates to departments. Prepares, edits, proofreads, reviews, prints, processes, maintains, and/or submits correspondence, reports, records, certificates, forms, letters, pay sheets, training schedules, contracts, payroll, and other general and financial documents; ensures information accuracy and compliance with applicable laws, standards, policies, and procedures; reviews documents for accuracy before presenting to administrator to sign. Work may also include performing quantitative data analysis when necessary. Processes, monitors, reviews, and/or reconciles invoices, accounts, check requests, invoices, purchase orders, reimbursements, deposits, receipts, and IT or other tickets or requests; contacts personnel/departments/agencies via phone or email to collect payment dues, or facilitate assigned operations Schedules and coordinates appointments, reservations, meetings, workshops, trainings, or other events/activities; sets up conference calls and zoom meetings; creates presentations; maintains calendars; prepares meeting agendas; transcribes meeting minutes; sets up rooms/lab facilities; maintains a parking lot list of those assigned to park in the reserved lots; and coordinates with program participants and other relevant individuals. Plans and implements events, to include preparing promotional and other materials; managing enrollment processes; coordinating with event participants, vendors, media, and other parties; and performing other operations related to planning and organizing events/orientations/programs. Maintains and updates departmental systems or databases; updates websites and social media accounts, maintains their accuracy; and provides technical support, to include training end-users on system operation, and troubleshooting basic technical issues. Performs customer service duties to include providing program/department information, referrals, or other services to students, staff, and other visitors; greeting and directing visitors, students, or staff to appropriate personnel/departments; and answering telephones. Coordinates and collaborates with internal and/or external personnel, departments, and agencies, when necessary, to communicate information, serves as a liaison, provides assistance or information, represents the Dean, maintains effective working relations, and facilitates event and departmental operations. Performs office management duties to include maintaining inventory; ordering supplies; and sorting and distributing mail. Knowledge Knowledge of filing and recordkeeping practices; Knowledge of English language, grammar, and punctuation; Knowledge of budget principles; Skills Skilled in utilizing modern office equipment; Skilled in providing customer service; Skilled in proofreading and editing documents; Skilled in preparing reports and forms; Skilled in typing correspondence, memos, and/or other related information; Skilled in assembling and organizing data and information; Skilled in monitoring a budget. Positions Supervised No staffing table positions. Physical Requirements Positions in this class typically require: grasping, hearing, reaching, repetitive motion, standing, talking, visual acuity, and walking. Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Walking and standing are required only occasionally. Licensing Requirements None.