Administrator to the Office of the President

17 hours ago

Stone Ridge, United States Normann Staffing Full time
Job:  Administrator to the Office of the President
Location:  Stone Ridge, NY
Pay:  $22.86/hour
Job Type:  Temporary with the potential to become permanent
Schedule:  35 hrs/week, Monday - Friday 8:30am-4:30pm Position Summary:
Under the general direction of the Chief of Staff and Secretary to the Board of Trustees and in close coordination with the President, perform varied administrative support duties to the Office of the President; initiate and exercise good judgment and a high level of confidentiality and professionalism in all matters; accurately explain policies, procedures, standards and requirements; establish and maintain good public relations with staff, students, and the community at large.
 
 Duties and Responsibilities:
Essential Functions
  • Coordinate and expedite completion of a variety of complex activities that relate to the business of the Office of the President; perform complex office assistance, project management and administrative detail work for assigned area.
  • Process administrative details not requiring the immediate attention of the supervisor which may include, but is not limited to organizing and maintaining electronic calendars (Google Calendar) for the Chief of Staff and President, and opening and routing mail.
  • Maintain a thorough working knowledge of office operations.
  • Analyze situations confidentially, carefully and correctly and adopt an effective course of action; use diplomacy, tact, friendliness and poise.
  • Compose, prepare, and distribute a variety of both paper and electronic documents including email, contracts, letters, on-line forms, statistical reports, final reports and purchase requisitions.
  • Prepare bulk mailings for flyers, brochures and other materials for projects in assigned area.
  • Build and maintain budget and special accounts spreadsheet and database programs as necessary.
  • Set up and maintain files on projects of assigned area; coordinate and monitor special projects, assignments and activities.
  • Greet and assist visitors and telephone callers; respond to questions; provide information as required; refer to appropriate sources as needed; resolve issues independently where appropriate and within scope of authority.
  • Coordinate all aspects of pre-meeting/meeting logistics/preparation for the Office of the President, including room set-up diagrams, refreshments, supplies, materials, room configuration, set-up, breakdown, etc.; take/transcribe meeting/committee notes as assigned. *  *Occasionally hours may include evening or weekend events/meetings as assigned.
  • Arrange meetings, appointments, schedules, conferences, travel arrangements and itineraries related to functions of the Office of the President and the Board of Trustees; prepares, manages and maintains a master calendar of events and actions for the office.
  • Support the Chief of Staff and Secretary to the Board with clerical support in drafting and compiling agendas and resolutions for Board meetings for review and approval by the Chief of Staff and the President, as well as event support/logistics and attending Board meetings to record proceedings. 
 Other functions: 
  • Plan, train and supervise student aides and/or interns, as necessary.
  • Serve on College committees as assigned.
  • Perform other related duties as assigned.
  • Occasionally hours may include evening or weekend events/meetings as assigned.
 Minimum Qualifications: 
  • Associates Degree and/or two years of administrative support experience in a complex office environment.
  • Strong computer skills, including word processing and spreadsheet knowledge.
  • Ability to work independently and with students, faculty/staff, and members of the outside community.
  • Detail oriented and strict confidentiality with excellent interpersonal skills.
And 
  • Commitment to our goals and objectives of providing quality programs and services for culturally, socio-economically, ethnically, and academically diverse students and students with disabilities; personal qualities to work effectively and with sensitivity in a multicultural environment; awareness of and commitment to the needs of non-traditional and/or re-entry students with diverse abilities and interests.
  Preferred Qualifications 
  • Bachelor’s degree in higher education, education or a related field. Five years or more experience in higher education, education or a related field.
  • Proficient on Google Suite applications, experience with Ellucian BANNER
  • Bilingual applicants are preferred.
  • Preference will be given to students who attended a community college.
 Knowledge of:
General functions of a complex organization (e.g. higher education institutions or community colleges); current office methods and practices including electronic filing systems, business telephone skills, letter and report writing; a variety of computer software programs, including word processing and spreadsheet applications, including Google Docs, Google Sheets; Banner 9; mathematical computations; office management techniques and procedures and public and human relations skills.
 Ability to:
Understand and independently carry out oral and written instructions; accurately and efficiently use a variety of word processing, spreadsheet and database programs to create and produce letters, reports, spreadsheets and other documents as needed to fulfill the requirements of the job; learn and successfully use new software programs as required to fulfill the requirements of the job; apply office policies, procedures, rules and regulations; use good judgment in recognizing the scope of authority as delegated; analyze situations and make decisions on procedural matters without immediate supervision; maintain a high degree of confidentiality of the office; resourcefulness in the solution of administrative problems; communicate effectively in both oral and written form; use appropriate and correct English spelling, grammar, and punctuation; perform arithmetical calculations with speed and accuracy; operate a variety of office equipment efficiently; establish and maintain effective work relationships with those contacted in the performance of required duties; secure the cooperation of others and deal effectively with the public; dependability; tact and courtesy; demonstrate an understanding of, sensitivity to and appreciation for, the academic, ethnic, socio-economic, disability and gender diversity of students and staff attending or working on a community college campus.

Physical Effort/Work Environment: Light to moderate physical effort; occasional standing or walking; periodic handling of lightweight parcels up to 15 pounds. Indoor work environment.

  

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