Administrative Assistant, VP Harrison County Campus
: Job Details :

Posting Details Position Information Job Title Administrative Assistant, VP Harrison County Campus Job Description GENERAL STATEMENT OF FUNCTION: The Administrative Assistant to the Campus Vice President is responsible for the performance of normal office functions including a wide range of administrative support tasks exercising independent judgment with a minimum of supervision. The incumbent reports directly to the Vice President of the Harrison County Campus. Job Duties 1. Maintain a high level of customer service to internal and external clients. 2. Maintain workflow and assist in keeping prioritized projects on schedule. 3. Demonstrate excellent proofreading skills and a high level of attention to detail. 4. Adhere to professionalism, confidentiality, and decorum at all times. 5. Demonstrate proficiency with computer, including Microsoft Word, Excel, Outlook, Internet navigation, and graphic software platforms such as Canva. 6. Possess a strong work ethic with the ability to work independently or effectively as a team member. 7. Willing to go above and beyond the call of duty for completion of a project. 8. Assist in preparing Board agenda items for submission to the President's office. 9. Monitor budgets and prepare monthly procurement card statements. 10. Maintain accurate records of departmental inventory. 11. Provide scheduling, organizing, and other logistical duties for various meetings. 12. Record and prepare minutes for the Harrison County Campus Administrative Leadership Team. 13. Prepare and process check requests, purchase requisitions, travel vouchers, and other required budget-related paperwork. 14. Process campus vehicle requests. 15. Process campus travel and activity requests received from the campus travel/activities coordinator. 16. Prepare and process leave time for deans and assigned office staff. 17. Prepare special contracts and/or contract addendums when required. 18. Prepare congratulation letters for Vice President's List. 19. Order Service Pins for campus/center employees. 20. Serve as campus coordinator of the Internal Communications Division for the Emergency Response Team. 21. Serve as lead on the HC Campus Reception & Courtesy Committee and oversee events hosted on and by the campus. 22. Maintain campus Employee Directory on the website. 23. Update Outlook distribution lists for campus. 24. Gather information and prepare Vice President's Newsletter. 25. Maintain current skills needed to perform job duties. 26. Assist with preparation of yearly campus Educational & General Fund budget requests and Capital Project requests. 27. Assist with the training of office personnel as required. 28. Attend college events as required. 29. Perform all other duties and responsibilities assigned by the Vice President. Examples of Duties listed below: Travel: 1. Secure lodging reservations and airline arrangements and complete paperwork for payment of charges for travel associated with the office of the Vice President. 2. Prepare travel itinerary, trip folder, and schedule of activities for travel associated with the office of the Vice President 3. Complete travel expense vouchers for travel associated with the office of the Vice President. Appointments and Meetings: 1. Assist in maintaining the Vice President's calendar. 2. Enter scheduled appointments and meetings on the Outlook calendar as directed. 3. Assist in preparing meeting folders for meetings as needed. Office Correspondence and Telephone Communications: 1. Prepare correspondence/letters for the Vice President's signature. 2. Route routine correspondence and calls to other administrators. 3. Handle sensitive correspondence/information with confidentiality. 4. Maintain an organized physical and electronic filing system for easy retrieval of correspondence. 5. Respond to incoming calls and refer difficult callers to the appropriate administrator. Mandatory Qualifications M(1) Minimum of Associate Degree in Business and Office Technology or related field. M(2) Three years' secretarial or executive support experience in an educational, governmental, business, or other entity. M(3) Training and/or experience in the operation of personal computers, including proficiency in Microsoft Word, Outlook, Access, and Excel. M(4) Proficiency in taking and organizing meeting minutes. Desirable Qualifications D(1) Bachelor's Degree in Business, Education, or related field. D(2) Experience in a community/junior college setting. D(3) Demonstrated successful experience in meeting and dealing with the public. D(4) Ability to organize and administer functions, events, and programs with a minimum of supervision. D(5) Demeanor, training, and skill to deal with a wide variety of individuals and groups in varying degrees of professional situations. EEO Statement Mississippi Gulf Coast Community College is an Equal Opportunity Employer and welcomes students and employees without regard to race, religion, color, national origin, sex, age or qualified disability in its programs and activities. For further information, contact the Compliance Officer, P.O. Box 609, Perkinston, Mississippi 39573, telephone number 601-###-####, email address compliancemgccc.edu. The College: The Mississippi Gulf Coast Community College District serves a four-county area with three major campuses, the Community Campus, and four centers including: Perkinston Campus, Perkinston, MS; Harrison County Campus, Gulfport, MS; Jackson County Campus, Gautier, MS. Additionally, Mississippi Gulf Coast Advanced Manufacturing and Technology Center, Gulfport, MS; Keesler Center, Biloxi, MS; West Harrison Center, Long Beach, MS; and George County Center, Lucedale, MS. State and regional associations accredit Mississippi Gulf Coast Community College, and several programs are accredited nationally. Offerings include academic, technical degree, vocational skill, and adult continuing education programs. Classification Staff Posting Detail Information Open Date 01/02/2025 Close Date Open Until Filled Yes Special Instructions to Applicants For more information on the position, please contact (Name, Address, Phone, and Email): Dr. Erin Riggins Vice President 2226 Switzer Road Gulfport, MS 39507 228-###-#### erin.rigginsmgccc.edu