Sr Administrative Assistant

Sr Administrative Assistant - District Office

• Act as primary for the multi-line telephone system for the Chancellor's Office, handling incoming calls and redirecting calls to the Chancellor and/or appropriate personnel as pertinent. Ensure all calls are answered and voicemails are checked.
• Interface daily via email with administrators, various departments, staff, and faculty to answer questions and requests.
• Coordinate the Condolences sent on behalf of the Chancellor, Board of Trustees, and Faculty and Staff of the College. Includes preparing cards to be sent by the Chancellor and ordering sympathy plants or flowers per the condolence process.
• Provide administrative support to the Manager, Executive Operations, for the Chancellor and Board of Trustees to prepare for Strategic Leadership Team (SLT) Meetings. Arrange catering and pick-up meals as needed. Make copies and prepare handouts. Set up refreshments (coffee, water, etc.).
• Provide administrative support to the Manager, Executive Operations for Chancellor and Board of Trustees to prepare for the monthly Board Workshops and Meetings. Arrange catering for Board Workshop and other Board-related meetings. Manage the setup and clean-up of dinner. Attend the beginning of each Board Meeting to welcome guests. Assist with retreats as needed.
• Prepare and track monthly birthday cards sent from the Chancellor to all full-time employees.
• Assist the Manager, Executive Operations for the Chancellor and Board of Trustees, and the Sr. Executive Assistant in the day-to-day schedule of the Chancellor. Includes updating the calendar, preparing meeting folders, and greeting guests.
• Coordinate all responsibilities for the Chamber, Rotary, and community events. Be the main point of contact, which includes interacting with Chamber, Rotary, and Organization personnel, ensuring approved event registration is complete, securing attendance, obtaining, approving, and processing invoices, etc.
• Assist with the coordination of all travel and conference arrangements for the Chancellor and Board as required.
• Process and record all financial transactions made through the Chancellor's office. Includes requisitions, purchasing card transactions, budget tracking, reconciliations, reimbursements, etc.
• Sort and process mail received for the Chancellor's Office and Board of Trustees.

• Help maintain and organize files for the office of the Chancellor.
• Order and maintain office supplies. Responsible for keeping the kitchen and supply room stocked.
• Travel campus to campus for meetings and event set-up and assistance, and run errands as needed.
• Support Manager, Executive Operations, and Sr. Executive Assistant as backup as needed.
• Other duties as assigned.

• Safeguard sensitive and confidential information.
• Must be detail oriented, work with minimal supervision, and be able to multi-task in a fast-paced work environment.
• Must be a self-starter, quick learner, and have the ability to be flexible depending on the circumstances.
• Excellent customer service and public relation skills required. Ability to listen to and communicate effectively with individuals from varied backgrounds.
• Establish and maintain effective working relationships.
• Advanced skill levels in Microsoft Office (Outlook, Work, Excel, and PowerPoint).
• Excellent oral and written communication skills utilizing good business vocabulary and concise presentation.

• High School Diploma or equivalent (GED).

• Above requirement plus one (1) year of specialized or technical training beyond high school.

• Three (3) years of office clerical or administrative support experience; or an equivalent combination of education and experience to successfully perform the essential duties of the job.
• Basic to intermediate skill level in Microsoft Office - Word, Excel & PowerPoint.

• Above requirement, including one (1) or more years in a higher education environment.

Salary Grade: 106

Salary is based on the Board-approved salary schedule for the current fiscal year. See Salary Schedule

Requisition Number: req5710

Posting Close Date: 5/18/2025