Posted in Other 30+ days ago.
Location: Lee's Summit, Missouri
* Associate's degree and/or current professional certification in administrative work. (IAAP, CPS, etc.).
* Evidence of working in a team environment, or with multiple departments.
* Proficiency with computer software (Microsoft Office suite, information systems, email, web-based applications).
* Experience maintaining confidentiality.
* Experience in managing multiple projects.
* Experience working in a busy office with frequent interruptions.
* Experience proofreading and handling confidential material.
* Experience working with contracts, purchasing, staff calendar management, travel requests.
* Meeting and event planning, material development and coordination.
Normally scheduled Monday through Friday; however, may be required to work other shifts to include evenings and/or weekends. Schedule subject to change based upon department needs.
PLEASE NOTE:
Incumbents provide advanced and comprehensive administrative support for an assigned Executive Cabinet Member. This position provides highly responsible administrative support, with considerable latitude for independent judgment for the assigned Executive Cabinet member.
* Organizes, plans, develops, coordinates and arranges special functions, programs and events on behalf of assigned Executive Cabinet member. May provide supervision or guidance to a variety of staff involved in projects and task as assigned. May supervise daily activities and college location functions in the absence of a location executive.
* Prepares and reviews budget requests while making recommendations; monitors budget spending, accounts, or bills; monitors fund availability; and provides status updates to affected Executive Cabinet member. Manage and implement special projects with direction from the Executive Cabinet member.
* Composes highly confidential and sensitive correspondence, memoranda and draft speech and written communication for an Executive Cabinet member. Prepares, edits, proofreads, reviews, prints, processes, maintains, and/or submits correspondence, reports, records, certificates, forms, letters, pay sheets, training schedules, contracts, payroll, and other general and financial documents; ensures information accuracy and compliance with applicable laws, standards, policies, and procedures; work may also include performing quantitative data analysis when necessary. Serves as ombudsperson for employees, students, vendors and the general public.
* Processes, monitors, reviews, and/or reconciles invoices, accounts, check requests, invoices, purchase orders, reimbursements, deposits, receipts, and IT or other tickets or requests; contacts personnel/departments/agencies via phone or email to collect payment dues, or facilitate assigned operations. Provide support to the Executive Cabinet member as he/she serves on national committees and boards.
* Prepares local, national and international itineraries. Books airfare, room, and transportation. Processes travel expense reports. Supports DCO of campus-makes travel arrangements, finding and securing flights, lodging; purchasing registration, completing travel authorization paperwork, and completing travel expense paperwork after travel is completed (specific to campus positions).
* Attends meetings with the Executive Cabinet member, takes minutes and distributes/uploads minutes to appropriate system.
* With a high degree of autonomy, plans and implements campus, district and/or state-wide events, to include preparing promotional and other materials; managing enrollment processes; coordinating with event participants, vendors, media, and other parties; and performing other operations related to planning and organizing events/orientations/programs.
* Volunteers for internal events.
* Manages the department's office supply inventory and equipment.
* Performs customer service duties to include providing program/department information, referrals, or other services to students, staff, and other visitors; greeting and directing visitors, students, or staff to appropriate personnel/departments; and answering telephones. Serve as liaison and coordinate work with other public/private organizations and attend meetings as assigned by the Executive Cabinet member.
* Performs other duties as assigned.
* Knowledge of modern office procedures, methods, and equipment;
* Knowledge of applicable Federal, State, and college laws, policies, standards, and regulations.
* Knowledge of filing and recordkeeping practices;
* Knowledge of computers and related software applications;
* Knowledge of event planning and organization principles;
* Knowledge of customer service principles;
* Knowledge of filing principles and practices;
* Knowledge of English language, grammar, and punctuation;
* Knowledge of budget principles;
* Using a computer and related software applications;
* Utilizing modern office equipment;
* Providing customer service;
* Proofreading and editing documents;
* Preparing reports and forms;
* Typing correspondence, memos, and/or other related information;
* Planning and organizing events;
* Maintaining confidentiality;
* Assembling and organizing data and information;
* Monitoring a budget;
* Utilizing communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, and others sufficient to exchange or convey information.
No staffing table positions.
Positions in this class typically require: feeling, grasping, hearing, fingering, reaching, repetitive motion, standing, talking, visual acuity, and walking. The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly.
None.
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