Location: Ullin,IL, USA
Summary
The Executive Assistant reports to the Vice President of Administrative Services and Executive Director of Human Resources (HR) and is responsible for providing administrative support including; developing and maintaining numerous financial spreadsheets, assistance in tracking various construction project paperwork, maintaining files & contracts, performing data entry, mail distribution, and various other office duties as assigned.
Essential Duties or Responsibilities
LEADERSHIP
* Create 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.
* Prepare proposed Board Recommendation Memorandums.
* Assist in the operation of the postage meter (including refilling postage funds) and printer/copier equipment.
* Organize and maintain file system, correspondence, and other records.
* Maintain inclement weather contacts and procedures.
* Manage room reservations for (internal/external) events held on campus. Ensure all documentation is properly attained and filed. Maintain a Calendar of Events in conjunction with any Requests for Facilities Usage. Prepare & distribute the weekly setup instructions for Maintenance, IT, and A/V departments for events held on campus.
* Maintain the employee printable telephone directory as well as provide to IT for Website updates.
* Maintain names, numbers, and funds for e2campus (Saints Alert) and Call Em All.
* Maintain the college-approved caterer list, making sure we have current documentation on file for each caterer.
ADMINISTRATION/MANAGEMENT
* Coordinate and arrange meetings following appropriate Open Meetings Act policies.
* Prepare agendas, reserve facilities & appropriate meeting rooms, and record minutes of meetings.
* Maintain official bid files for the college. File all certificates of publication (as part of the Bid Process and all other processes as needed).
* Maintain official athletic, student liability, and general insurance files for the college.
* Manage all certificates of insurance.
* Maintain official digital and physical lease and contract files for the college.
* Complete annual paperwork as required for prevailing wage.
* Prepare campus Safety Reports (including Clery) and distribute as necessary.
FISCAL
* Prepare requisitions, purchase orders, budget modifications, general ledger postings, and other internal and external correspondence.
* Assist with College-wide budget planning processes by forecasting resources.
* Assists with the Implementation of policies and procedures used in emergency and/or crisis management situations.
* Communicate accident/incident reporting requirements to employees
* Maintain OSHA reporting logs.
OTHER
* Perform other related duties which may be required by the Vice President of Administrative Services (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).
* General work hours are Monday through Friday, 7:45 a.m. - 4:15 p.m. Evening or weekend hours may be required to participate in other college activities outside of regular working hours.
Qualifications
* Associate degree in Secretarial Science or other Business field from a two-year college or technical school or;
* 3-5 years of experience and a demonstrated track record of accomplishment in a support role.