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Administrative Assistant, Cfo/vp of Finance and

3 months ago

Kenosha, United States Gateway Technical College Full time

**SUMMARY**:
**Join an organization that understands that work culture and work/life balance are so important to the happiness of our employees Come join the Gateway family where a generous vacation and benefits package is the norm. Sick and Vacation time (prorated) available on Day 1, as well as Medical, Dental, and Vision benefits should you elect to enroll.**

The Administrative Assistant provides confidential administrative support, ensuring efficient and effective functioning of all administrative process for the Business Office and Facilities Division. This position plays a crucial role in supporting the division's operations while maintaining confidentiality. The role requires professional and confident interaction and communication with employees at all levels, external stakeholders, and the community.
This position reports to the CFO/Vice President of Finance and Administration.

**See for yourself how our employees are the foundation of our students' continued success**

**RESPONSIBILITIES**:
**Office Management**:

- Independently provide confidential administrative and day-to-day operational support delegated to the assigned administrator.
- Schedule appointments, and coordinate meetings
- Prepare correspondence independently or from instructions; drafts, prepares, and edits a wide variety of materials.
- Organize and maintain physical and electronic files and records, including sensitive and confidential information.
- Arrange travel itineraries and accommodations as needed.
- Resolve conflicts or discrepancies in a timely and effective manner.
- Maintains records of expenditures and other financial records.

**Project Support**:

- Compiles information and data from a variety of sources for reports and assists in the preparation; conducts research as required.
- Maintain efficient tracking of tasks and projects to ensure timely completion for the business of the division.
- Monitor and track operational activities, ensuring compliance with established guidelines.

**Documentation and Reporting**:

- Prepare, review, and edit documents, including policies, procedures, and reports.
- Maintain accurate records and documentation related to operational activities.
- Generate regular reports on operational performance or compliance metrics.

**Additional Responsibilities**:

- Performs other duties as assigned

**Please note the above is not designated to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job with or without notice.**

**WHAT YOU NEED TO SUCCEED IN THE POSITION**:
**MINIMUM QUALIFICATIONS**:

- Associate degree with 3 years of recent experience supporting a manager or above

**OR**- 5 years of recent experience supporting a manager or above**P**LUS**- Proficiency in office software**Other required knowledge skills and abilities**:

- Collaborative Contributor: the willingness and ability to work effectively with others towards common goals and objectives.
- Service Focused: a commitment to providing excellent service and prioritizing the needs of others.
- Proficiency in thriving within fast-paced settings, adept at swiftly adapting to changing demands and priorities.
- Capacity to efficiently handle a substantial workload and projects independently or with mínimal supervision.
- Skillful in employing creative thinking and responding promptly to urgent situation or events, ensuring efficient and effective resolutions.

**SUPPLEMENTAL INFORMATION**:
**DIVISION/LOCATION**: Business Office/ Kenosha Campus
**COMP GRADE**:27
**FLSA DESIGNATION**:Non-exempt
**START DATE**: ASAP

**CONDITIONS OF EMPLOYMENT**:

- ** E**m**ployment is contingent upon an acceptable background**:

- ** Flexibility is needed to accommodate day, evening and weekend student & business needs**

**Guide**
- Not Applicable- Activity is not applicable to this occupation- Occasionally- Occupation required this activity up to 33% of the time (0 - 2.5+ hrs/day)- Frequently- Occupation required this activity from 33% - 66%% of the time (2.5 - 5.5+ hrs/day)- Continuously- Occupation required this activity more than 66% of the time (5.5+ hrs/day)**Physical Demands**

**Physical Demands**

**Frequency**

**Lift/Carry**

**Frequency**
- Sitting- Continuously- 0 - 10 lbs- Occasionally- Standing- Occasionally- 11 - 20 lbs- Occasionally- Walking- Occasionally- 21 - 50 lbs- Not Applicable- Reaching Overhead- Occasionally- 51 - 100 lbs- Not Applicable- Reaching at or Below Shoulder Level- Occasionally- Over 100 lbs- Not Applicable- Keyboarding- Frequently- Stooping- Not Applicable**Push / Pull**

**Yes / No**
- Crouching- Not Applicable- 12 lbs or less- Occasionally- Kneeling- Not Applicable- 13 - 25 lbs- Not Applicable- Crawling- Not Applicable- 26 - 40 lbs- Not Applicable- Climbing Ramps or Stairs- Occasionally- 41 - 100 lbs- Not