Arizona Western College is hiring: Executive Assistant in Yuma

Executive Assistant

Arizona Western College invites you to join our vibrant and forward-thinking community as the Executive Assistant to the President. This role requires an individual who excels in a fast-paced environment, demonstrates meticulous attention to detail, and can work independently while managing multiple priorities. As a strong communicator, you will be at the heart of our operations, facilitating key communications, supporting the College President, Dr. Daniel Corr, and the President's office.If you thrive in a dynamic environment and want to be part of a team that is making a difference, we encourage you to apply and help us continue our tradition of excellence and ensure that our mission of serving students is met.

Salary: $57,955 - 61,432 per year, depending on experience. Plus, excellent fringe benefits.

Summary of Function: The Executive Assistant is responsible for providing high level organizational and administrative support to the President/CEO of Arizona Western College, requiring the application of specialized technical/administrative knowledge and the exercise of initiative, independent judgment, decision making, confidentiality and discretion.

Typical Duties:

• Serves Students. Progressively anticipates, analyzes, and meets the administrative demands of the President's office, multi-tasking to effectively handle a rapid pace of activity and frequently changing priorities. Facilitates the efficient utilization of the President's time through development and coordination of a complex calendar of appointments, meetings, social engagements, and College and community functions with individuals and groups, managing the President's time for maximum productivity and efficiency. Prioritizes matters requiring the President's attention. Act as primary contact for all matters related to the President's schedule and activities.
• Coordinates the communication from the President's office to both internal and external stakeholders. Serves as liaison between the President and other College administrators, members of the District Governing Board, public and private officials, various boards, faculty, staff, students, and the various publics served by the College by communicating decisions, and documents issued by the College, gathering information and providing information to the President. Coordinates the flow of incoming communications and outgoing communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office, department, or agency for outgoing communications.
• Provides high-level administrative support to the District Governing Board members, including preparation of board meeting packets, agendas, minutes, manuals, correspondence and documents, maintenance and archiving of permanent minutes of the District Governing Board.
• Supports the President's office in budget management including reviewing, creating, maintaining, and transfers. Completes budget reports for supervisor. Creates requisitions, utilizes p-card, supports and/or completes all purchasing functions. Creates and completes budget information including local and state reports. Facilitates efficient and cost-effective official travel for the President and District Governing Board by making travel arrangements and preparing associated approval forms and expense reports for travelers.
• Coordinators events hosted by the President's office, scheduling with appropriate offices and agencies, advising/contacting participants or invited guests, preparing agendas and programs, arranging necessary support personnel or equipment, and coordinating or providing support during events. Serves as a representative of the President and College at meetings and events.
• Independently complies data and prepares written summaries, and or presentations, for various reports, charts, questionnaires, etc., internally and externally, ensuring data accuracy and completeness. Understands budgeting and fund accounting to prepare reports. Understands and interprets policies, procedures and applicable statutes governing the college and the community college system.
• Provides support and completes special projects as directed. Stays abreast of current projects under the direction of the President and assists when needed. Coordinates and expedites the completion of tasks between the President's office, other campus departments and/or campus entities.
• Supports and participates in strategic planning initiatives and performs other duties as assigned.

Required Qualifications:

• Bachelor's degree AND four years of administrative/clerical experience to an executive or administrative/clerical experience; or a combination of four years of experience in administrative/clerical experience and leadership/supervisory experience and project management experience
• OR
• Associate's degree AND six years of administrative/clerical experience to an executive or administrative/clerical experience; or a combination of six years of experience in administrative/clerical experience and leadership/supervisory experience and project management experience
• OR
• An equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been achieved may be considered

Additional Eligibility Requirements:

• Valid Drivers License

Classification:

• Exempt

Position Type & Work Schedule:

• Full-time, 12-month position
• 38 hours per week
• Monday-Thursday, 7:00am-5:00pm
• Work flexible schedule to meet the program, department, and/or institutional needs, which may include Fridays, nights, and/or weekends

Knowledge, Skills, and Abilities:

• Knowledge of and ability to follow college policies and procedures
• Knowledge of or ability to maintain organizational structure, workflow and operating procedures
• Knowledge and professional experience with confidentiality and the handling of sensitive information
• Skill and exceptional knowledge in current technologies and word processing, database, presentation, and spreadsheet software, specifically Microsoft Office applications, Windows
• Skill and proficiency in presentation skills
• Skill in managing one's own time
• Skill in and ability to demonstrate strong problem-solving skills
• Ability to complete all departmental and/or institutional mandatory training or development
• Ability to organize, prioritize, follow multiple projects and tasks through to completion, with close attention to detail
• Ability to work independently with limited supervision by gathering and organizing required information, maintaining required records, evaluating various approaches to completing projects, developing tools and utilizing available resources to achieve desired outcomes
• Ability to exercise judgement to make decisions, and assuring effective communication with stakeholders
• Ability to contribute to a collaborative team environment
• Ability to provide support and assistance for diverse populations in a professional and supportive manner
• Ability to communicate effectively, verbally, in writing, and in a public setting, and to relate to others in a professional manner
• Ability to prepare correspondence for distribution or approval and signature, checking the documents for completeness and accuracy
• Ability to analyze problems, identify solutions, and take appropriate actions to resolve problems using independent judgment and decision-making processes
• Ability to organize and arrange travel
• Ability to establish and maintain reliability, responsibility, and integrity
• Ability to establish and maintain effective working and collaborative relationships with other department staff, faculty, students and the public

Work Environment:

• Inside office environment with normal noise and lighting levels
• Work is performed in an open office environment with staff contact and interruptions
• Working environment may include various locations across the service district, indoor and/or outdoor locations as needed to support program, department or institutional needs

Physical Demands:

• Prolonged periods sitting at a desk and working on a computer
• Prolonged periods of standing and/or walking
• May lift, carry, push, and/or pull, at times a minimum of 10 pounds
• Occasionally stoop, bend, kneel, crouch, reach, and/or twist

Travel:

• Required to travel to other locations using various modes of private, commercial, or fleet transportation, and as needed to support program, department and institutional needs

Note:

• Yuma Campus
• Benefits Eligible

POSTING DATE: September 5, 2024

FIRST REVIEW OF APPLICATIONS:The first review of applications date begin on September 23, 2024. Applications submitted after the first review date may not be considered for the position. This position will remain open until a suitable candidate is found.

APPLICATION PROCEDURE:The following materials must be uploaded at the time of application. Any materials submitted via e-mail, fax, or mail will not be accepted. Applications missing any of the below requirements will be considered incomplete and will not be reviewed.

1. Completed Application
2. Resume or Curriculum Vitae (no more than 3 pages)
3. Cover Letter
4. Unofficial Transcripts

ADDRESS INQUIRIES TO:Arizona Western College
Human Resources
Phone: (928) 344-7505 / FAX: (928) 317-6001 / TTY: (928) 344-7629
Email: Human.Resources@azwestern.edu

ARIZONA WESTERN COLLEGE IS AN EQUAL OPPORTUNITY EMPLOYER