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Executive Assistant, Student and Academic Support Services
State Fair Community College in Sedalia, Missouri
Date Posted 04/22/2021
Admin-Executive Assistants
Employment Type Fulltime
Application Deadline Open until filled

State Fair Community College is an accessible, learning-centered institution, enriching its students and community by providing skills, knowledge and perspectives essential for a changing world.

Examples of Duties / Knowledge & Skills
Essential Duties:

Provides executive-level support to the Dean of Student and Academic Support Services and acts as the Dean's primary liaison to the College community and outside individuals.

  • Resolves problems independently, relieving the Dean of matters of detail.
  • Coordinates and assists in gathering resource information for meetings and presentations and prepares materials.
  • Participates and acts as rapporteur for Student Services Executive Team and All Staff Meetings. Responsible for follow-up of staff meetings.
  • Manages the Dean's calendar, using sound judgment in determining priorities and overseeing the Dean's engagements.
  • Schedules and coordinates Student and Academic Support Services All Staff, Student Services Executive Team meetings, and other team and/or committee meetings as needed by the Dean.
  • The Executive Assistant will coordinate schedules of events in the Student Services Suite.
  • Controls and tracks expenditures, enters requisitions, journal vouchers and expense reports, reconciles invoices for multiple budgets, receives orders, processes shipments, and maintains inventory.
  • Schedules training, requests access and conducts general office procedural trainings for all new hires in Student and Academic Support Services.
  • Provides excellent customer service as part of a reception team in the Student Services Suite, answering telephones, routing calls, scheduling appointments, greeting students and guests, and answering questions from walk-in traffic and e-mail correspondence.
  • Completes data entry requests, processes written correspondence, and maintains reports, files, and mailing lists.
  • Maintains information files, processes paperwork and performs other duties as assigned.
  • Serves as Level 5 administrator for Maxient software system, by creating and maintaining user accounts, generating reports, updating records, etc.
  • Coordinates felony background check process for students, including accessing online files, answering questions, scheduling Campus Judicial Office review meetings.
  • Provides administrative support for Campus Issue Resolution Committee by generating reports, scheduling meetings, maintaining records and drafting correspondence as required by the Student Grievance and Appellate process.
  • Coordinates with Campus Safety & Security to operate the Emergency Broadcast System during regularly scheduled drills and in the event of an emergency, organize the distribution and maintenance of two-way radios, monitor annual AED tests, assist with the organization of Clery Act report data and requests for information.

The preceding duties have been provided as examples of the essential types of work performed by positions within this job classification. Management reserves the right to add, modify, change or rescind work assignments as needed.

Minimum qualifications & Requirements

Education: Associates degree required (appropriate experience may be considered).


Advanced technical and computer skills to support administrative functions including Microsoft Office programs, as well as ease in Internet searching.

  • Excellent time management and organizational skills, attention to detail, initiative and resourcefulness.
  • Flexibility and ability to perform successfully when challenged and faced with changing workflow priorities. Ability to self-direct and operate autonomously.
  • Excellent communication skills, including verbal, written and listening.
  • High degree of confidentiality and professionalism. Demonstrate ability to gain and maintain confidence and cooperation among faculty, staff and students.

Experience: One year in a general office setting. A high level of proficiency in Microsoft Office applications, especially Microsoft Outlook Calendar is strongly preferred. Demonstrated success in establishing and managing office operations and managing multiple priorities required. Must be able to exercise exceptional organizational and interpersonal skills. Prior experience in an academic environment is helpful. Experience in Banner and Maxient software platforms and online file management is strongly preferred.

Physical Requirements: Work involves sedentary to light work in an office setting. There is frequent sitting, with walking, standing stooping occasionally required. There is an occasional need to lift objects (up to 10 pounds) and perform other similar actions during the course of the workday. Employee accommodations for physical or mental disabilities will be considered on a case-by-case basis.

Supplemental information
Please attach a cover letter, resume, and transcripts for review.

Standard Work Schedule: Monday through Friday, 8:00 a.m. to 5:00 p.m. with occasional nights or weekends.

Travel Requirements: Occasional

AA Statement: SFCC is an equal opportunity employer. It is the policy of State Fair Community College not to discriminate on the basis of race, color, religion, gender, sexual orientation, age, disability, ancestry, national origin, or veteran status in its educational programs, activities or employment as required by law in regard to admissions, awarding financial aid, access to courses and programs, and all student services as well as the recruitment, admission and retention of students.

As part of our enduring commitment to inclusive excellence on our campus, State Fair Community College, is a member of the Greater Missouri Higher Education Recruitment Consortium_ (HERC). HERC supports job seekers through the higher education job search process and it supports institutions in their efforts to create inclusive recruitment, hiring, and retention practices for staff and faculty._

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