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San Jacinto College · 1 month ago

Senior Executive Assistant

Houston, TX

Part-time

Onsite

Senior Level

5+ years exp

San Jacinto College is seeking a Senior Executive Assistant to support the Provost and manage various administrative tasks. The role involves providing comprehensive assistance for the Provost’s activities, coordinating meetings and events, and maintaining office workflow efficiency.

EducationHigher EducationUniversities

Responsibilities

Provide administrative assistance and supervise daily general office duties and communications; scheduling of appointments and events; managing and maintaining electronic record filing system, retrieval, retention, and disposal; travel arrangements; registrations; expenditures and processing needs to meet deadlines effectively and efficiently. Generate, maintain and distribute reports, databases, letters, memos, e-mails, mail mergers, distribution lists, invitations, programs, announcements, newsletters, ads, awards, certificates, handouts and other requested communications as requested by the office of the Provost

Provide administrative assistance for Provost, committee meetings and events hosted by the Provost’s office. Assist with planning, scheduling, documentation collection and assembly of agenda items, recording and transcription of minutes for distribution, tracking and follow-up of actions items as needed and maintaining updates on College sites and various College drives etc

Implement, analyze, collect and coordinate requested data for various scheduling and tracking reports in assisting the Provost (FY Budget, SOS Budget Development, Budget Development Training, Departmental Program Reviews, Expenditure Reviews, Faculty/Student Reviews, New Hires, Payroll)

Maintain financial requirements through Banner Finance (Budget FY Maintenance; Annual Development; Assembling of Special Budget Reports; Reviews; Requisitions; Purchase Orders; Journal Voucher Transfers; Encumbrances; Downloads; Purchase card expense report statements and reconciliations)

Planning and maintaining office workflow efficiency by recruiting, training, supervising and evaluating part-time staff and student assistants in scheduling and assigning office projects to expedite work tasks of the office of the Provost

Coordinate internal and external campus sponsored events and meetings by serving as a committee or council member, planning, organizing, acquiring quote requests, budget processing and tracking, generating maps, brochures and handout for distribution, assigning of duties of office staff and others as needed. Act as Provost’s liaison with various constituencies; work with college management leadership, external constituencies, administrators, faculty, staff and students to resolve inquiries, problems and complaints addressed to the Provost’s office; manage and direct inquiries within capacity

Secure arrangements necessary for meetings and events on and off campus hosted by the office of the Provost and in supporting Campus meetings and events requested by outside parties as needed, including but not limited to room reservations, parking, security, catering, entertainment, media, custodial requirements, maintenance requests, expenditures, travel arrangements, etc. Coordinate arrangements with various departments and individuals for special functions and college events, including, but not limited to annual campus College Community Week; College Community Day; December Holiday luncheon; Campus Retirement Reception; Commencement activities and events; special assigned projects and initiatives; miscellaneous receptions; council, committee, taskforce, departmental meetings; groundbreakings; building dedications, etc

Uphold the public image of the office of the Provost. Maintain confidentiality of records and personal interactions. Project a professional, courteous, and accommodating attitude in promoting positive relationships within the College and with various community, civic organizations, and ISD’s

Assist office/campus walk-ins, call center, other district and campus departments as needed

Maintain supplies inventory for office, meetings and various events by reviewing stock and anticipating supply needs

Maintain and submit maintenance requests or repairs for various buildings and office equipment (Computers, Telephones, Fax, Copier, Printers)

Maintain professional and technical knowledge by participating in educational workshops; reviewing professional publications; establishing personal networks; and participating in professional organizations such as Association of Educational Office Personnel (AEOP)

Qualification

Microsoft OfficeOffice managementAdministrative supportEllucian Banner ERPAccounting techniquesAnalytical thinkingTechnical troubleshootingInterpersonal skillsOrganizational skillsNegotiation skills

Required

Ability to demonstrate the College values

Flexibility to work outside of regular business hours or other peak periods to provide assistance as needed in representing the office of the Provost

Advanced skill level in Microsoft Office – Word, Excel & PowerPoint

Knowledge of various office processes, policies and procedures

Professionalism and ability to handle confidential matters

Must have excellent administrative assistant skills, creative skills, organization skills, interpersonal skills and analytical thinking skills

Proficient in written and spoken English

Detailed oriented

Ability to work with minimum supervision, manage multiple priorities simultaneously and function collaboratively in a team environment

Accurate typing skills (60 wpm)

Accounting / record keeping techniques

Adding machine / calculator

Excellent planning, organizational, negotiation & technical troubleshooting skills

Must be comfortable in handling stressful situations; helpful and pleasant under difficult and unpredictable circumstances

Ability to interact with senior management and all levels of internal management leadership as well as community members

Must have office management skills and be able to delegate and prioritize

Associate degree or equivalent coursework

Five years of office, clerical or administrative support experience, including two years at an executive assistant level; or an equivalent combination of education and experience to successfully perform the essential duties of the job