San Jacinto College
Senior Executive Assistant
San Jacinto College, Houston, Texas, United States, 77246
PRIMARY FUNCTION:
Support the work of the Provost. Provide support for Provost’s activities and the College in a manner that reflects the Provost’s priorities and the College’s mission, goals, values and priorities.Essential Job Functions: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 of 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.Additional Job Functions: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).Knowledge, Skills and Abilities: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.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.Required Education:Preferred Education:Associate degree in business, office administration, or related fieldRequired Experience: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.Preferred Experience:Above requirements plus two or more years in a higher education environment.One year of Ellucian Banner ERP experience.Preferred Licenses/Certifications:Microsoft Office SpecialistNOTE:
The duties of this position require a physical presence at the assigned on-site work location during unrestricted operations with very limited or no opportunity for remote work arrangements.Salary Grade:
111Salary is based on the Board-approved salary schedule for the current fiscal year.
See Salary ScheduleRequisition Number:
req5511Posting Close Date:
10/1/2024Applicant Support:If you need assistance with the application process, please contact the Cornerstone Support Team at 281-998-6387, option 3, or email cornerstonesupport@sjcd.edu.Note:
Due to the number of applications we receive, we are unable to follow-up with every applicant individually. If your qualifications meet the requirements for the position, and you are selected for an interview, we will contact you. You can review your application status by logging into the Cornerstone system.Annual Security Report:
The San Jacinto College Police Department is responsible for preparing and distributing the Annual Security Report to comply with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act).Equal Opportunity Statement:
The San Jacinto College District is committed to equal opportunity for all students, employees, and applicants without regard to race, creed, color, national origin, citizenship status, age, disability, pregnancy, religion, gender, sexual orientation, gender expression or identity, genetic information, marital status, or veteran status in accordance with applicable federal and state laws. The following College official has been designated to handle inquiries regarding the College's non-discrimination policies: Sandra Ramirez, VCHR Org/Talent Effectiveness, 4620 Fairmont Pkwy., Pasadena, TX 77504; 281-991-2659; Sandra.Ramirez@sjcd.edu.
#J-18808-Ljbffr
Support the work of the Provost. Provide support for Provost’s activities and the College in a manner that reflects the Provost’s priorities and the College’s mission, goals, values and priorities.Essential Job Functions: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 of 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.Additional Job Functions: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).Knowledge, Skills and Abilities: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.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.Required Education:Preferred Education:Associate degree in business, office administration, or related fieldRequired Experience: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.Preferred Experience:Above requirements plus two or more years in a higher education environment.One year of Ellucian Banner ERP experience.Preferred Licenses/Certifications:Microsoft Office SpecialistNOTE:
The duties of this position require a physical presence at the assigned on-site work location during unrestricted operations with very limited or no opportunity for remote work arrangements.Salary Grade:
111Salary is based on the Board-approved salary schedule for the current fiscal year.
See Salary ScheduleRequisition Number:
req5511Posting Close Date:
10/1/2024Applicant Support:If you need assistance with the application process, please contact the Cornerstone Support Team at 281-998-6387, option 3, or email cornerstonesupport@sjcd.edu.Note:
Due to the number of applications we receive, we are unable to follow-up with every applicant individually. If your qualifications meet the requirements for the position, and you are selected for an interview, we will contact you. You can review your application status by logging into the Cornerstone system.Annual Security Report:
The San Jacinto College Police Department is responsible for preparing and distributing the Annual Security Report to comply with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act).Equal Opportunity Statement:
The San Jacinto College District is committed to equal opportunity for all students, employees, and applicants without regard to race, creed, color, national origin, citizenship status, age, disability, pregnancy, religion, gender, sexual orientation, gender expression or identity, genetic information, marital status, or veteran status in accordance with applicable federal and state laws. The following College official has been designated to handle inquiries regarding the College's non-discrimination policies: Sandra Ramirez, VCHR Org/Talent Effectiveness, 4620 Fairmont Pkwy., Pasadena, TX 77504; 281-991-2659; Sandra.Ramirez@sjcd.edu.
#J-18808-Ljbffr