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The South Texas College Office of Human Resources will not be held responsible for redacting any confidential or sensitive information from the documents that you attach to your application. Confidential and sensitive information include the following:
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Transcripts Transcripts must be from an institution accredited by an accrediting agency recognized by the U.S. Department of Education or the Council for Higher Education Accreditation (CHEA).
Foreign transcripts Applicants submitting employment applications with foreign transcripts must provide transcript equivalency documentation from an approved evaluation service. The evaluation service must be a member of the National Association of Credential Evaluation Services (NACES). The evaluation service links on the following site are provided by South Texas College for your convenience but are not affiliated with South Texas College: NACES Members
Job Description Department: Finance and Administrative Services
General Statement of Job The Executive Administrative Assistant is responsible for communication, implementation of best practices and sustaining strategies to meet college and division goals by facilitating, planning, and following-up on administrative matters. Provides administrative support to the Vice President for Finance and Administrative Services.
Specific Duties and Responsibilities Essential Functions: - Facilitates communication and workflow between the Finance and Administrative Services department and the President, Vice Presidents, division offices, departments and personnel.
- Disseminates critical information, tracks and reports weekly and monthly activities.
- Plans, develops, organizes, and coordinates event functions, including division meetings, staff meetings, V.I.P. on-site visits, special events and functions, division-wide professional development and special functions as assigned.
- Interacts with the public in a positive manner and answers questions regarding programs and department matters.
- Manages and coordinates ancillary operations and special projects with the direction and oversight of the Vice President.
- Supports the Vice President in monitoring and reporting on multiple operating and capital budgets.
- Prepares and coordinates the preparation of periodic and special reports, including monthly and weekly activity reports, financial reports, Institutional Effectiveness plans and reports, Board/Executive reports, division proposals and other reports as assigned.
- Implements processes and best practices through the Finance and Administrative Services department that encourage the efficient and effective coordination and information flow with and between units within the division.
- Tracks, maintains, and reports on technological and other inventories across the college district under the financial management or custodial supervision of the Vice President.
- Manages and/or monitors multiple projects and coordinated tasks, with some weekend and evening work required to meet strict deadlines.
- Conducts periodic research and information queries at the request of the Vice President.
- Handles inquiries and exercises sound judgment in referral of inquiries to appropriate staff.
- Seeks to solve problems, address concerns, and plan ahead with great attention given to customer service, project quality, and exact detail.
- Enforces rules of records confidentiality and the controlled access and distribution of sensitive information routinely passing through or produced by the Finance and Administrative Services department, including personnel and financial records.
- Maintains clerical and office management procedures and practices for all division offices.
- Files, organizes, and maintains records and documents in paper and electronic format for the Finance and Administrative Services department.
- Assists with annual budget development and subsequent preparation, tracking of requisitions, and purchase orders.
- Orders and maintains supplies and arranges for equipment maintenance.
- Coordinates and processes travel arrangements, authorizations/vouchers, mileage reimbursements, and applicable forms.
- Conducts inventory on all department's assets and office supplies, as needed.
- Prepares payroll documentation, as needed.
- Oversees and processes administrative and clerical affairs of the Finance and Administrative Services department.
- Prepares materials for executive and board personnel, as needed.
- Coordinates training of clerical, office, and secretarial staff in the Finance and Administrative Services department.
- Oversees and trains the part-time staff in the Finance and Administrative Services department.
- Performs other duties as assigned.
Required Education and Experience - Bachelor's Degree required.
- At least four (4) years of work experience in a professional work setting required.
Required Knowledge, Skills and Abilities - Excellent oral, written and interpersonal communication skills.
- Strong computer skills with knowledge of Microsoft Office including, but not limited to, Word, Excel, PowerPoint, and Outlook, the Windows environment, and internet research skills.
- Strong analytical, critical thinking, and problem solving skills.
- Ability to maintain confidentiality and to exercise discretion and sound judgment.
- Ability to prioritize, organize, and complete multiple tasks with attention to detail, within stated deadlines.
- Ability to work independently as well as a team player within department and with others.
- Ability to adapt to constant change and periods of fast-paced, high-intensity work situations.
- Ability to work evenings and/or weekends as needed; willing to travel throughout the college district using own means of reliable transportation.
- Demonstrated commitment to achieving the vision and mission of South Texas College.
- Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, college policies and procedures, governmental regulations, and legal documents.
- Ability to write reports, business correspondence, and procedure manuals.
- Ability to effectively present information and respond to questions from Board of Trustees, administrators, faculty, staff, students, parents and the general public.
- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
- Ability to interpret a variety of instructions furnished in written, oral, or diagram form.
Checks, Certificates, Licenses, and Registrations - Security Sensitive position: All applicants are subject to a criminal background check under South Texas College policy.
- In addition, subject to a federal background check.
- Must have or qualify for a valid Texas driver's license and proof of liability insurance.
Physical Requirements - Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
- Bending the body downward and forward by bending leg and spine.
- Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
- Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
- Applying pressure to an object with the fingers and palm.
- Perceiving the nature of sounds at normal speaking levels with or without correction.
- Ability to receive detailed information through oral communication, and to make the discrimination in sound.
- Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles.
- Ability to make rational decisions through sound logic and deductive processes.
- Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
- Standing particularly for sustained periods of time.
- Bending body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
- Close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.
- Mobility to accomplish tasks, particularly for long distances or moving from one work site to another.
The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts . click apply for full job details