Full-Time Confidential Assistant to VPSD
Starting Date: ASAP
Application Deadline: Open Until Filled
Responsible to: Vice President of Student Development
General Description:
Performs administrative, secretarial, clerical, receptionist, budget, personnel, and other office support tasks for the Vice President of Student Development. Interacts extensively with college administrators, faculty, staff, students, and the public. Handles confidential information, keeps schedules, screens mail (both e-mail and surface mail), trains and supervises work-study and/or other part-time clerical assistants, processes all necessary paperwork.
EXAMPLES OF DUTIES:
Manages the division office, which includes acting as first point of contact for information, liaison between the division and the general campus or public at large, providing knowledge of college policies/procedures and campus protocol as required.
Screens student requests for the Vice President, directing them to the proper person, explaining policy and procedures for student grievances if unable to diffuse the problem at hand.
Maintains division records and files.
Performs administrative duties to relieve the Vice President of technical details and day-to-day operational decisions.
Performs various tasks for the division which include full telephone support for the Vice President, taking/transcribing/distributing minutes for various meetings, answering routine correspondence, scheduling appointments and on- and off-campus meetings and events, and producing reports.
Processes purchases and payments.
Monitors budgets, prepares and maintains budget reports and files.
Uses college computer network for retrieval of financial, instructional, and other information.
Assists in completion of grant applications.
Researches solutions for various problems, tasks, challenges, issues, etc.
Compiles mailing lists and prepares extensive mailing projects.
Makes travel arrangements and processes travel requests and reimbursements.
Orders office, division, institute, and building supplies; reports monthly copier totals.
Processes personnel paperwork including general applications, payroll authorizations/separations, personal services agreements, and government forms.
Coordinates special meetings in partnership with outside agencies.
Manages special events, including food, location, supplies, equipment, etc.
Coordinates meals and/or refreshments for meetings/workshops/trainings
Conducts special projects such as data base creation, internet research, etc.
Coordinates development of various graphic, publicity, and related public information documents, and creates flyers and brochures using a variety of software programs.
Sorts and distributes mail for the office.
Supervises work-study and/or other part-time clerical assistants
Handles confidential and sensitive information with excellent professional judgment.
Performs other duties unique to the division or institute as assigned by the supervisor.
TYPICAL PHYSICAL DEMANDS AND WORK ENVIRONMENT:
Hearing voice conversation, sitting, standing, walking occurs in this job daily.
Bending, gripping hands & fingers, kneeling, lifting/carrying 0-52 pounds, reaching, stooping occurs regularly but not daily.
Operating passenger vehicle will occur within the work year.
KNOWLEDGE, SKILLS AND ABILITIES:
Typing speed 60-65 wpm with outstanding accuracy and proofreading skills.
Thorough knowledge of Microsoft software products and Windows networking environment.
Knowledge of e-mail, internet, and network fundamentals and operations.
Knowledge to schedule credit and non-credit classes per ODE guidelines.
Ability to update on or learn new software programs.
Exceptional skill in making decisions independently in accordance with policies and procedures.
Demonstrated ability for high level of organization, prioritizing, and logical reasoning to use established procedures/policies in making minor executive decisions.
Ability to maintain confidentiality, make mathematical calculations, and supervise others.
Excellent spelling, punctuation, grammar, and vocabulary skills.
Excellent public relations and telecommunications skills.
Proficient skill in operating a PC, multiple printers, copiers, calculators, and various types of software, and ability to troubleshoot simple problems with computer software and hardware.
Ability to work with and be able to assist a wide variety of persons from all socio-economic and ethnic backgrounds.
Ability to work with minimum supervision and be part of an effective work team.
QUALIFICATIONS:
Two years of professional secretarial training and three years of progressively responsible secretarial work experience required.
Associate Degree preferred.
SALARY: $30,300 - $42,420/year DOQ, Full-Time 2011-12 Confidential/Exempt Salary Schedule, Level A.
FRINGE BENEFITS: Family health, dental, vision insurance, employee term life, and disability insurance provided at a minimal employee contribution. Participation in PERS after 6 months, with a 6% employee contribution.
CONTACT: Tina Sprouse, Human Resources Assistant, (541) 440-4626 voice or TDD. UCC Personnel will provide, upon request, reasonable accommodation during the application process for individuals with disabilities. AA/EEO. Please Note: No submitted materials will be returned and/or duplicated. To apply, send the completed UCC application (available below), references, and copies of transcripts from an accredited college/university.
