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Administrative Assistant to the Vice President of Administrative Services
Job Description
Working Title
Administrative Assistant to the Vice President of Administrative ServicesPosition Status
Full TimeDepartment
Administrative ServicesGeneral Summary
The Administrative Assistant to the Vice President of Administrative Services provides administrative support to a senior administrator that includes complex and confidential projects requiring initiative and attention to detail. The Administrative Assistant serves as a resource person regarding policies and procedures, drafts or prepares correspondence, performs accounting functions, and supports the administrator in the efficient organization of the office. Interacts with all levels of staff including faculty, administrators, and board of trustees.
Specific Position Duties
- Coordinates office administrative functions.
- Sorts and prioritize incoming mail.
- Composes and prepares correspondence and memos.
- Maintains appointment schedule.
- Plans travel arrangements; and coordinates supervisor’s calendar.
- Organizes and attends staff meetings for the purpose of taking notes and providing follow-up.
- Maintains highly confidential personnel and financial information.
- Interacts and communicates with students, staff, trustees, and community in courteous, efficient, and professional manner.
- Performs a variety of bookkeeping functions related to budget, audits, account reconciliation, inventory, and purchasing.
- Prepare selected bank reconciliations on a monthly basis; prepares journal entries as needed.
- Maintains auditable records for all College travel, including trip approval requests and travel reimbursements; encumbers funds for travel, prepares travel vouchers.
- Receipts donations and other funds for OC Foundation and OC Wrangler Club.
- Assists with maintaining QuickBooks accounting records for Foundation and Wrangler Club.
- Prepares special reports at the request of supervisor; answers requests for information which may include researching, analyzing, and summarizing data from files/records.
- Coordinates the update and distribution of division policies and procedures.
- Analyzes department practices/procedures and prepares recommendations to create new systems or revise established procedures.
- Performs other duties as required or directed.
Minimum Qualifications
- Associate degree or equivalent experience in office or accounting professions.
- Five years experience as an executive administrative assistant or similar position for a top level executive.
- Expertise in Microsoft Office software, including Word, Excel, and PowerPoint.
- Basic bookkeeping/accounting knowledge and experience.
- Ability to interpret and apply administrative policies and legal regulations.
- Ability to follow complex oral and written instructions.
- Ability to work in a multi-tasked environment.
- Excellent grammar and composition skills.
- Ability to interact with students, staff, board members, and community leaders with tact, confidentiality, diplomacy, and professionalism.
Posting Number
P00447PQuick Link for Internal Postings
https://jobs.odessa.edu/postings/12467*Please mention you saw this ad on AcademicJobs.*
