Job Summary

The Executive Office Manager reports to a Vice President (VP) with responsibilities, which include a broad range of duties associated with the proper operation and smooth functioning of the office.

Essential Functions

Plans, coordinates, and performs administrative and fiscal activities to carry out the duties of the office to include developing reports and presentations to support internal and external communication needs of the VP. Acts as office manager for the VP's office and supervises all aspects of the VP's office to ensure proper functioning of the office.

Answers inquiries independently where there is established policy or precedent action.

Maintains the VP's appointment schedule.

Develops correspondence from general guidelines and drafts.

Receives, compiles, and maintains confidential documents and records on behalf of the VP.

Coordinates Executive staff travel and accommodation arrangements.

Maintains standard decision-making reports for the VP.

Reviews and route requests for information or complaints to the appropriate area of the College.

Reviews incoming correspondence and routing to the appropriate office for action.

Delegates and supervises designated Full-time/Temporary staff.

Performs other duties as assigned. In-person work on campus is an essential function of this position.

Qualifications

Required Qualifications:

1. Bachelor's degree in a relevant field and four (4) years of senior-level administrative/clerical experience or any equivalent combination of training and experience that provides the required skills, knowledge and abilities.

NOTE: A copy of the transcript reflecting this required education MUST be submitted for consideration and reflect completed coursework and degrees conferred. The candidate must be fully qualified for the position at the time of application.

2. Knowledge and understanding of college organization, goals, and objectives, policies and procedures.

3. Knowledge of the principles of office management and best practices including supervising and evaluating direct reporting staff.

4. Excellent planning, organizational, oral and written communication skills.

5. Ability to multitask and prioritize work in a fast-paced office environment.

6. Ability to exercise considerable judgment in the application of college policies and procedures.

7. Must be proficient in Microsoft Office applications, Adobe Acrobat, and Banner.

8. Ability to manage and coordinate executive office leadership meetings, events, retreats, and conferences including developing the meeting agendas.

9. Ability to create and design presentations, invitations, flyers, announcements, and other materials needed for various events.

10. Ability to effectively present information and respond to questions and inquiries from students, internal and external contacts, educational partners, and the general public.

11. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

12. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

13. Ability to maintain confidentiality of sensitive information.

Special Conditions:

1. This is a security-sensitive position as defined under the Texas Education Code, Section 51.215; the successful applicant will be required to undergo a criminal background check, as permitted and/or required by applicable law, and in accordance with the College’s policies and procedures.

Other Requirements

Individuals desiring consideration MUST complete and submit an EPCC Application for Employment on-line by the announced deadline.

COPIES OF ACADEMIC TRANSCRIPTS MUST BE uploaded with the application. CURRENT EMPLOYEES ARE ALSO REQUIRED TO UPLOAD THEIR TRANSCRIPTS WITH EACH SUBMITTED APPLICATION; TRANSCRIPTS IN PERSONNEL FILES CANNOT BE ACCESSED BY EVALUATORS FOR THIS PURPOSE. APPLICATIONS SUBMITTED WITHOUT TRANSCRIPTS WILL NOT BE CONSIDERED. Only documents stating 'Transcript' or 'Unofficial Transcript' will be accepted. Other documents (Degree Audit, Degree Summary, Program Summary, etc.), uploaded in lieu of transcripts will not be accepted.

If you are unable to attach your transcripts to your application, please mail your transcripts to El Paso Community College, Employment Services, P.O. Box 20500, El Paso, TX 79998. Mailed documents MUST include the position title and posting number for this position vacancy.

A letter of application, resume, letters of recommendation, and other supporting documents are optional but highly encouraged and may be submitted on-line with the application form or forwarded to the Human Resources Department at El Paso Community College, Employment Services, P.O. Box 20500, El Paso, TX 79998. Mailed documents must be received by the application deadline. Documents received after the application deadline will not be accepted.

Copies of transcripts must reflect completed coursework and conferred degrees. All academic coursework and degrees must be from an accredited college or university or be certified by an acceptable agency that the institution is recognized by the appropriate governmental agency in its home country (this is generally stated in the degree evaluation).

Transcripts issued in a language other than English must be accompanied by a full translation (word for word) by a current member of the National Association of Credential Evaluation Services (NACES). Additionally, each foreign transcript must be evaluated for equivalency to United States accredited coursework.

Applications containing foreign transcripts that are not accompanied with the above required documentation will not be considered.

Out-of-town candidates invited for an on-campus interview will be reimbursed for one-half of the transportation cost for travel performed within the United States. The College will arrange and pay for up to two nights lodging.

In accordance with federal law and as a condition of employment, the successful candidate must furnish documentation verifying employment authorization eligibility and identity before being employed.

The El Paso County Community College district is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, gender, age, disability, veteran status, sexual orientation, or gender identity.

Physical Requirements:

While performing the duties of this job, the employee is regularly required to sit, use hands to handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand, walk and stoop, kneel, crouch, or crawl. The employee must frequently lift or move up to 10 pounds and occasionally lift or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.