Home » Executive Associate

Ullin Main Campus
Posted 3 weeks ago

Website Shawnee Community College

SUMMARY

Assist the Vice President and Executive Director of Institutional Effectiveness with the daily operations of both offices by providing high-level, confidential administrative support; prioritize and properly execute multiple tasks and assignments; professionally interact with senior leadership, employees of the College and external constituents on behalf of the Vice President (VP) and Executive Director (ED); utilize tact and good judgment to respond to situations as they arise; establish procedures to meet priorities and maintain an efficient workflow; recommend, organize and follow up on projects; and various other office and administrative duties as assigned. Work is performed under a minimum of supervision and requires incumbent to exercise independent judgement and discretion.

MINIMUM QUALIFICATIONS

Bachelor Degree
3-5 years of experience and a demonstrated track record of supporting management/supervisory personnel.
Proficient with MS Office Products (e.g. WORD, Excel, PowerPoint) and Adobe Acrobat Professional.

Preferred:

Master Degree
Experience in providing customer support in an education environment.
Experience in managing and supporting Enterprise Resource Planning (ERP) operations.
Experience with MS Office Collaboration Tools (e.g. Visio, Project, Publisher, Teams).

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

LEADERSHIP

Contribute and sustain a supportive College culture that engages employees, recognizes diversity, ensures equity, promotes inclusion, and creates a sense of belonging by fostering an environment of teamwork, accountability, communication and vision.
Communicate and/or coordinate supervisory directives with various individuals and/or teams throughout the Academic Affairs (AA) Division.
Mentor, train, and guide a Team of Dean’s Administrative Assistants.
Configure and improve the College’s ERP (Colleague) AA module to improve support of academic operations and sharpen decision-making; collaborate with the College’s Information Technology Department to develop custom reports and queries.
Develop data entry standards for ERP AA module and train personnel to ensure data entry conforms to standards.
Plan and execute all details associated with AA related events (e.g., Convocation, Assessment Day, Faculty Orientation, Academic Calendar Development, etc.).

ADMINISTRATION/MANAGEMENT

Ensure students, faculty, staff, community members, and vendors receive excellent customer service in all interactions with the offices of Academic Affairs and Institutional Effectiveness.
Coordinate the daily operations of the VP’s and ED’s offices and initiate follow-up action, as required.
Schedule appointments, arrange meetings, prepare agendas, prepare meeting minutes, and coordinate travel for VP & ED.
Receive and screen telephone calls, letters, and/or visitors for the VP & ED, answer routine questions, and obtain and furnish information.
Organize and maintain all AA related records and files; maintain confidentiality; resolve pending matters with limited direction.
Compose routine letters and memoranda at the direction of the VP & ED.
Coordinate the flow of AA related communication throughout the College.
Receive and prepare communications of a highly confidential and sensitive nature (e.g., collective bargaining discussions, legal matters, planning documents, personnel management, etc.).
Maintain confidentiality regarding exposure to highly sensitive executive conversations, phone messages, and communications.
Research and prepare complex reports/documents by gathering, summarizing, and analyzing data within and outside of the Division.
Support operational activities of the: Academic Affairs Shared Governance Teams and Council.
Assist VP with maintaining and informing employees of College academic policies, procedures, and programs, through such means as orientation sessions, employee handbooks, AA website maintenance, college intranet (i.e. MYSCC), social media posts, memos, various meetings, and the use of informational bulletin boards.
Attend meetings, conferences, College-sponsored functions, and other professional activities, as appropriate.
Assist with preparation of grant writing and research, as designated by the VP.
Serve on appropriate committees as assigned.
Assist with complaint resolution processes, as designated by the VP.

ACCOUNTABILITY

Assist VP to ensure compliance with AA related federal and state laws, regulations, and guidelines including ICCB & HLC reporting.
Ensure and maintain accuracy of the College’s Program Master File, Curriculum Master File, academic modules of the ERP, Faculty Handbook, and AA related information found in the Student Handbook and College Catalog information.
Work through the College’s shared governance process to review and modify policies, procedures, guidelines, and practices to improve performance, maintain compliance, and/or align with widely accepted best practices; maintain the AA Procedures Manual.
Assist VP and ED of Human Resources with certifying/maintaining AA Division staffing processes (e.g., hiring, tenure, faculty qualification, workload assignment, stipend issuance, independent contractor/adjunct agreements, etc.) are compliant with College policy, collective bargaining agreements, governmental regulations, and law.

FISCAL

Assist in the formulation of the AA Division budget and planning functions.
Monitor and reconcile budgets assigned to the VP & ED.
Monitor AA Department budgets and assist Dean’s Administrative Assistants with the reconciliation process, when necessary.
Monitor grant activities.

OTHER

Performs other related duties which may be required by the VP & ED (i.e. duties that may not be specifically listed in the class specification or position description, but are generally within the occupational series and responsibility level associated with the employee’s class of work).

SKILLS & ABILITIES include the following:

Excellent verbal and written communication skills.
Excellent interpersonal and negotiation skills.
Excellent organizational skills and attention to detail.
Excellent time management skills with a proven ability to meet deadlines.
Strong analytical and problem-solving skills.
Ability to adapt to the needs of the organization and employees.
Ability to prioritize tasks and to delegate them when appropriate.
Proficiency with (or the ability to quickly learn) the College’s Banner/Colleague academic system.
Ability to work outside of the normally scheduled work day, when necessary.

SUPERVISORY RESPONSIBILITIES

Student worker(s), when available.

CUSTOMER SERVICE STATEMENT

Consistently performs duties with concern, courtesy, and respect for all persons in a prompt and timely manner. Must work cooperatively with students, employees, and community members and be sensitive to issues of student and employee diversity. Consistently exhibits responsiveness to others in the organization at all levels and responds to requests for assistance from students, staff, and community members in a helpful and timely manner.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position to position. Lifting items up to 20 pounds in weight.

Sitting for prolonged periods of time.

WORK ENVIRONMENT

Work is primarily in an office/school environment. Noise levels usually are moderate.

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In order to comply with federal laws and assure our affirmative action objectives, we must collect and analyze the information requested below. This information is voluntary and please be ensured that safeguards have been instituted to ensure the information cannot be used as a basis for discrimination during hiring. Your cooperation in supplying this information is greatly appreciated and will not be used for hiring purposes, but for reporting purposes only.

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READ CAREFULLY

I certify that all information provided in this employment application is true and complete. I understand that any false information or omission may disqualify me from further consideration for employment and may result in my dismissal if discovered at a later date. I authorize and agree to cooperate in a thorough investigation of all statements made herein and other matters relating to my background and qualifications. I understand that any investigation conducted may include a request for employment and educational history, credit reports, consumer reports, investigative consumer reports, driving record, and criminal history. I authorize any person, school, current and former employer, consumer reporting agency, and any other organization or agency to provide information relevant to such investigation and I hereby release all persons and corporations requesting or supplying information pursuant to such investigation from all liability or responsibility to me for doing so. I understand that I have the right to make a written request within a reasonable period of time for complete disclosure of the nature and scope of any investigation. I further authorize any physician or hospital to release any information which may be necessary to determine my ability to perform the job for which I am being considered or any future job in the event that I am hired. I agree to abide by all rules and regulations in effect at the time of my employment or subsequently initiated.

I UNDERSTAND THAT THIS APPLICATION OR SUBSEQUENT EMPLOYMENT DOES NOT CREATE A CONTRACT OF EMPLOYMENT NOR GUARANTEE EMPLOYMENT FOR ANY DEFINITE PERIOD OF TIME. IF EMPLOYED, I UNDERSTAND THAT I HAVE BEEN HIRED AT THE WILL OF THE EMPLOYER AND MY EMPLOYMENT MAY BE TERMINATED AT ANY TIME, WITH OR WITHOUT CAUSE AND WITH OR WITHOUT NOTICE.

I have read, and understand, and by my signature consent to these statements.

Signature of Applicant

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Shawnee Community College is an Equal Opportunity/Affirmative Action Employer.

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