Administrative Assistant, Capital, Construction & Facilities

SUMMARY Works collaboratively with management and staff of the offices reporting to the Vice President, Capital, Construction & Facilities (CCF) and provides administrative support to the Vice President and the department. ESSENTIAL FUNCTIONS

Monitors departmental budget and maintains records and files for budget dataPrepares monthly updates and reports for department budgetsServes as site budget preparation liaison and liaison with the Office of Finance and Business Services during the annual budget preparation processDevelops methods and procedures to improve services and workflowMonitors and codes p-card purchases, and serves as liaison between Accounts Payable and VP/department.Assists the VP, CCF with travel related documents and reportsManages the collection of data for and updating the diversity dashboard for the CC&F construction projects on a quarterly basisManages CCF Operations website and the departments Kweb pageAnswers phones and screens incoming calls and mail and responds independently to inquiries, drafts responses for executive review or refers as appropriateCalls or correspondence may deal with confidential or sensitive information and require diplomatic and immediate responsesGreets visitors in a diplomatic mannerResearches and collects data to complete reports and projectsEstablishes and maintains general office files and recordsManage supervisor's calendar and schedule appointmentsSchedules internal and external meetings and activities with business, community and government institutionsAs directed, prepares and assembles agenda, packets and other pre-meeting materials and takes and distributes minutesProvides support to committees/councils and special projectsMay provide leadership and management for special assignments assigned by supervising executiveResearches, collects materials and prepares information used by supervising executive in responding for requests from the administrative line, internal departments and external persons and agenciesPrepares and maintains confidential correspondence and documents and assists in processing documents related to personnel, purchase orders, employment, benefits and performance review activitiesMay serve as department liaison with the Offices of Human Resources and Finance and Business ServicesPerforms other duties as assigned

REQUIRED QUALIFICATIONS EDUCATION AND EXPERIENCE/TRAINING

Associate's Degree

Significant related experience may substitute for education

Minimum of five years of progressively responsible administrative support experienceDemonstrated experience making sound decisions that affect a work unit or teamDemonstrated experience in a role requiring diverse problem-solving methods in a variety of situationsDemonstrated experience monitoring a business area's budget

KNOWLEDGE, SKILLS and ABILITIES

Possess strong organizational and time-management skills

Possess excellent written, verbal and interpersonal communication skills

Ability to foster a team environment and work collaboratively

Ability to research effectively

Ability to work accurately with great attention to detail

Possess excellent customer service skills and proven ability to develop and sustain productive customer relationships

Ability to effectively accept direction from multiple levels of the College in various departments

Possess working knowledge of administrative support concepts, practices and procedures with the ability to apply to varied situations as it pertains to the departmental focus

Demonstrated basic proficiency with Visio or