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Administrative Assistant III

Job Description

Position Title

Administrative Assistant III

Open Internally or Externally

External

If faculty, tenure track status

Not Applicable

Reports to (title)

VP of Institutional Equity, Inclusion, and Transformation

Department

Vice President Institutional Equity, Inclusion & Transformation

Requisition Number

23303

Position Type

Replacement

Job Category

Staff

FT/PT

Full-time

Starting Salary

$41,655.80 – $53,500.08

Job Open Date

05/25/2023

Open Until Filled

Yes

Priority Review Date

06/04/2023

Job Summary

Under minimal supervision, provide office management, administrative support, and coordination for the Vice President for Institutional Equity, Inclusion and Transformation and related special projects. The administrative assistant handles work of a highly confidential and sensitive nature and maintains frequent professional college-wide and community contacts and relationships. May, at times, provide support with orientation for employees and students.

Essential Responsibilities and Duties

General Administrative Support:
  • Utilize Microsoft Office applications (especially Outlook, Word, PowerPoint and Excel), cloud-based software (especially Office 365) and common videoconferencing platforms (especially Zoom), and other software in daily work.
  • Multitask and work in a fast-paced area; prioritize various high-level projects with accuracy and attention to detail.
  • Use critical thinking, decision-making, problem-solving and collaborative partnership skills to perform and manage duties.
  • Understand and apply principles and practices of the Equity, Diversity and Transformation Office.
  • Learn and apply SLCC policies and guidelines in daily work.
  • Manage and maintain the schedule for the Vice President for Institutional Equity, Inclusion, and Transformation.
  • Conduct research and make travel arrangements for senior managers, executives and others as assigned.
  • Plan, coordinate and attend meetings and events on behalf of senior managers and executives.
  • Take meeting notes and minutes and distribute them.
  • Manage, prioritize and respond to complaints.
  • Research and analyze information.
  • Compose written correspondence to include emails, letters, memos, reports, presentation materials, etc. Proofread and edit correspondence and documents as appropriate.
  • Work with and safeguard highly sensitive and confidential information.
  • Work with and communicate effectively with a broad range of diverse people, abilities, cultures, academic and ethnic backgrounds; to strategically build and maintain good working relationships across the College and in the community.
  • Order office supplies and other equipment as needed.
  • Create and maintain a filing system in an organized, accurate and accessible manner.
  • Process personnel/payroll information for VP Direct Reports.
  • Answer phone calls and direct calls and take messages.
Finance and Budget
  • Track and reconcile budgets using spreadsheet and database software
  • Create budget reports and process fiscal and budgetary forms.
  • Processes fiscal and budgetary documents including requisitions, invoices, one-time payments, supply orders, visa purchasing card transactions, reconciliations, supply and equipment inventories, monthly and annual expenses, and budget reconciliations.
  • Create event contracts with vendors; process contracts though college approval process, create invoices, complete vender payments.
Special Projects and College Programs; And Other Duties as Assigned
  • Plans, coordinates and attends meetings and events on behalf of senior managers and executive. Assist team members on occasions with institution-wide events.
  • Perform related and corresponding Administrative Assistant support tasks as assigned by the VP of IEIT on behalf of the division.
Other duties as assigned.

Minimum Qualifications

  • Associate degree (60 credit hours) in a related field
  • Two (2) years of work experience in a professional support role or as an administrative assistant.
  • In lieu of an associate degree, applicants with four or more years of directly related experience or as an administrative assistant, office manager, support professional or other related roles will be considered.

Preferred Qualifications

  • At least three years of work experience in a support role or as an administrative assistant.
  • A Bachelor’s degree or higher in a related field is preferred.
  • At least three years’ experience as a skilled professional using Microsoft Office applications (especially Outlook, Word, PowerPoint and Excel,).
  • At least three years’ experience with tracking and reconciling budgets.
  • At least three years’ experience working with and communicating effectively with a broad range of diverse people, abilities, cultures, academic and ethnic backgrounds.
  • Higher education experience is a plus.
  • At least three years’ experience preparing, proofreading and editing, written documents and correspondence to include emails, letters, memos, reports, presentation materials, etc.
  • At least three years’ attending meetings and taking meeting notes and minutes.
  • At least three years’ experience with researching and making travel arrangements for senior management and executives.
  • At least three years’ experience planning, coordinating and attending meetings and events on behalf of senior managers and executives.

Knowledge, Skills & Abilities

  • Skilled proficiency in Microsoft Office applications (especially Outlook, Word, PowerPoint and Excel), cloud-based software (especially Office 365) and common videoconferencing platforms (especially Zoom); and other software as necessary.
  • Ability to multitask and ability to work in a fast-paced area; prioritize various high-level projects with accuracy and attention to detail.
  • Strong critical thinking, decision-making, problem-solving and collaborative partnership skills to perform and manage duties.
  • Ability to understand and apply principles and practices of the Equity, Diversity and Transformation Office.
  • Ability to learn SLCC policies and guidelines.
  • Ability to manage and maintain the schedule for the Vice President’s for Institutional Equity, Inclusion, and Transformation.
  • Experience with researching and making travel arrangements for senior managers and executives and others as assigned.
  • Experience planning, coordinating and attending meetings and events on behalf of senior managers. Assist team members on occasions with institution wide events.
  • Skilled with taking meeting notes and minutes and distribute them accordingly.
  • Experience with tracking and reconciling budgets using spreadsheet and database software, create budget reports and process fiscal and budgetary forms.
  • Processes fiscal and budgetary documents including requisitions, invoices, one-time payments, supply orders, visa purchasing card transactions, reconciliations, supply and equipment inventories, monthly and annual expenses, and budget reconciliations.
  • Create event contracts with vendors; process contracts through college approval process and complete vendor payments.
  • Ability to manage, prioritize and respond to complaints.
  • Ability to research and analyze information.
  • Demonstrate excellent written communication skills; ability to compose written correspondence to include emails, letters, memos, reports, presentation materials, etc.
  • Ability to proofread and edit as appropriate.
  • Ability to work with and safeguard highly sensitive and confidential information.
  • Ability to order office supplies and other equipment as needed.
  • Create and maintain a filing system in an organized, accurate and accessible manner.
  • Process personnel/payroll information for VP and VP direct reports.
  • Ability to answer phone calls and direct calls and take messages professionally.
  • Ability to strategically build relationships and connect with students, staff and faculty.
  • Skilled proficiency in Microsoft Office applications (especially Outlook, Word, PowerPoint and Excel), cloud-based software (especially Office 365) and common videoconferencing platforms (especially Zoom).
  • Experience with tracking and reconciling budgets using spreadsheet and database software; create budget reports and process fiscal and budgetary forms.
  • Experience preparing, proofreading and editing written documents and correspondence to include emails, letters, memos, reports, presentation materials, etc.
  • Skilled with taking effective meeting notes and minutes.
  • Experience with researching and making travel arrangements for senior managers and executives and others as assigned.
  • Experience planning, coordinating and attending meetings and events on behalf of senior managers. Assist team members on occasions with institution wide events.
  • Ability to communicate effectively with a broad range of diverse people, ability, culture, and ethnic background; to strategically build and maintain good working relationships across the College and in the community.
  • Ability to work with all groups in a diverse academic, socioeconomic, cultural, and ethnic background of community college students, faculty, and staff, including those with disabilities.

Special Instructions

  • A cover letter and resume must be included with application. Applicants selected for interview will be required to complete a writing assessment.
  • Full consideration will be given to applicants who apply on or before the priority review date indicated above.
  • More information about Salt Lake Community College benefits: https://i.slcc.edu/culture/benefits/index.aspx

SLCC Highlights

Salt Lake Community College is Utah’s largest open-access college with the most diverse student body in the state. We proudly educate 45,000+ students pursuing degrees in 100+ programs across 8 areas of study, and Utah’s fastest growing industries and four-year baccalaureate programs consistently welcome SLCC graduates. Every SLCC employee has a hand in transforming students’ lives to strengthen its surrounding communities. SLCC employees work at 11 locations across the valley and capital city of Salt Lake with easy access to the beautiful Wasatch Mountains, world-class outdoor recreation, sporting events, museums, history, and arts and entertainment.

Salt Lake Community College seeks and values contributions from each community member and welcomes new and diverse perspectives. A respectful work environment is its top priority; academic excellence and lasting transformation come about when diverse voices can speak and collaborate freely. As an emerging HSI, SLCC leads the state with the highest enrollment of students from the Latinx/a/o community. SLCC is committed to serving diverse students and being a model for inclusive and transformative education.

FLSA

Exempt

SLCC Information

Salt Lake Community College (SLCC) is fully committed to policies of equal employment and nondiscrimination. The College does not discriminate on the basis of race, color, national origin, age, sex, sexual orientation, gender identity, genetic information, disability, religion, protected veteran status, expression of political or personal beliefs outside of the workplace, or any other status protected under applicable federal, state, or local law.

SLCC is a participating employer with Utah Retirement Systems (“URS”).

This position may require the successful completion of a criminal background check.

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