Indian Hills Community College
Executive Assistant, Vice President, Learning & Engagement
Indian Hills Community College, Ottumwa, Iowa, United States, 52501
Job Summary:
Provides administrative assistant functions and support for the Vice President, Learning & Engagement. Individual must be capable of entering and retrieving appropriate information within the institutional MIS system. Responsible for greeting community members and visitors, coordinating all components for meetings, generating minutes and managing processes related to business office functions. This person will serve as the Executive Assistant to all academic affairs related business at the institution and provide support to the IHCC Board of Trustees as needed.
Minimum Job Requirements:
High school graduate or equivalent required. Post-secondary administrative assistant or office management education preferred.
Three year’s full time related work experience in office management as an administrative assistant required.
Must have excellent oral and written communication skills. Must relate in a professional and service-oriented manner with people and follow detailed verbal and written instructions.
Must have excellent word processing, spreadsheet, and database skills. Microsoft Office Specialist certifications preferred.
Must demonstrate a high level of organization and attention to detail in all work performed. Ability to manage multiple projects. Accuracy, timeliness and confidential treatment of business and student information are required.
Work Performed:
Handle college and student matters with confidentiality and tact.
Coordinate, schedule and provide administrative support for Learning & Engagement which may include room reservations, creating agendas, research/gather information for handouts/presentations, assemble handouts, transportation, food/beverage, billing, attendance records, follow-up, correspondence, A/V needs, etc. These will include committees and meetings such as Academic Standards, Quality Faculty, accreditation and grants, college-wide advisory meetings, Program Review, Faculty Rank I and others as needed.
Maintain office files, create written and digital correspondence, manage purchase orders, develop reports, and other materials as requested for the Learning & Engagement department.
Prepare travel requests, make travel arrangements and prepare reimbursements for Vice President, Learning & Engagement as well as departmental staff as needed.
Enter and reconcile P-card purchases and statements for all Learning & Engagement related business.
Coordinate the Capital Equipment Procurement process for the academic divisions of the college in collaboration with Business Office staff.
Research, collect data and create reports to support departmental activities.
Work collaboratively with academic administrators to verify completion of Midterm and Final grades.
Lead the institutional Student Perceptions assessment data gathering.
Lead institutional Quality Faculty submission administration and software management in collaboration with Human Resources and the Teaching & Learning department.
Support the Vice President, Learning & Engagement in maintaining compliance with accreditation requirements.
Build new courses and complete course revisions in the institutional Curriculum Management system in a timely and accurate manner.
Maintain academic affairs updates on the IHCC website in conjunction with the Marketing Team.
Manage well-organized files for the Learning & Engagement department in the college’s digital repositories.
Provide back-up coverage for the Executive Assistant to the President.
Order and maintain office supplies and materials as needed.
Maintain regular and consistent attendance at work.
Other duties as may be assigned.
Responsible to:
Vice President, Learning & Engagement
Position Level:
Paraprofessional – Level II – Non-Exempt, at will employment on a letter of employment
Employment Length:
4 Term, Full Time, Benefits
Schedule:
9 hrs/day, Monday-Thursday
Hourly rate:
$16.97 - 20.66
Provides administrative assistant functions and support for the Vice President, Learning & Engagement. Individual must be capable of entering and retrieving appropriate information within the institutional MIS system. Responsible for greeting community members and visitors, coordinating all components for meetings, generating minutes and managing processes related to business office functions. This person will serve as the Executive Assistant to all academic affairs related business at the institution and provide support to the IHCC Board of Trustees as needed.
Minimum Job Requirements:
High school graduate or equivalent required. Post-secondary administrative assistant or office management education preferred.
Three year’s full time related work experience in office management as an administrative assistant required.
Must have excellent oral and written communication skills. Must relate in a professional and service-oriented manner with people and follow detailed verbal and written instructions.
Must have excellent word processing, spreadsheet, and database skills. Microsoft Office Specialist certifications preferred.
Must demonstrate a high level of organization and attention to detail in all work performed. Ability to manage multiple projects. Accuracy, timeliness and confidential treatment of business and student information are required.
Work Performed:
Handle college and student matters with confidentiality and tact.
Coordinate, schedule and provide administrative support for Learning & Engagement which may include room reservations, creating agendas, research/gather information for handouts/presentations, assemble handouts, transportation, food/beverage, billing, attendance records, follow-up, correspondence, A/V needs, etc. These will include committees and meetings such as Academic Standards, Quality Faculty, accreditation and grants, college-wide advisory meetings, Program Review, Faculty Rank I and others as needed.
Maintain office files, create written and digital correspondence, manage purchase orders, develop reports, and other materials as requested for the Learning & Engagement department.
Prepare travel requests, make travel arrangements and prepare reimbursements for Vice President, Learning & Engagement as well as departmental staff as needed.
Enter and reconcile P-card purchases and statements for all Learning & Engagement related business.
Coordinate the Capital Equipment Procurement process for the academic divisions of the college in collaboration with Business Office staff.
Research, collect data and create reports to support departmental activities.
Work collaboratively with academic administrators to verify completion of Midterm and Final grades.
Lead the institutional Student Perceptions assessment data gathering.
Lead institutional Quality Faculty submission administration and software management in collaboration with Human Resources and the Teaching & Learning department.
Support the Vice President, Learning & Engagement in maintaining compliance with accreditation requirements.
Build new courses and complete course revisions in the institutional Curriculum Management system in a timely and accurate manner.
Maintain academic affairs updates on the IHCC website in conjunction with the Marketing Team.
Manage well-organized files for the Learning & Engagement department in the college’s digital repositories.
Provide back-up coverage for the Executive Assistant to the President.
Order and maintain office supplies and materials as needed.
Maintain regular and consistent attendance at work.
Other duties as may be assigned.
Responsible to:
Vice President, Learning & Engagement
Position Level:
Paraprofessional – Level II – Non-Exempt, at will employment on a letter of employment
Employment Length:
4 Term, Full Time, Benefits
Schedule:
9 hrs/day, Monday-Thursday
Hourly rate:
$16.97 - 20.66