| Position Description: | This posting is for current OPTA union members employed at WCC for a minimum of 9 months.
Position Summary:
The Executive Secretary is responsible for providing administrative support to the Executive Vice President for Instruction. To ensure daily operational efficiency, such tasks as preparing reports and presentations, screening calls, and monitor budgets and other financial documents are expected. The Executive Secretary is responsible for coordinating initiatives that may involve working with all levels of college administration and staff, as well as external constituents. This position will also provide backup support to the Provost and Chief Operating Officer.
Essential Duties include: - Provide general secretarial services including, but not limited to, electronic mail communication, transcription of meeting agenda and minutes, composition of letters, memorandums and various documents, receipt and distribution of mail, travel arrangements, scheduling appointments, conferences and meetings and maintaining the Vice Presidents’ calendar.
- Maintain communications link between divisional and department areas by receiving, screening and directing inquiries, requests, grievances and complaints from College faculty, staff, students and community members.
- Work directly with Dean’s Secretaries, Coordinators and Directors to manage tasks and distribute materials for meetings, workshops and trainings.
- Assist in the preparation of materials for Board meetings, organizational changes and faculty union requests as needed.
- Initiate, maintain and follow up on the records pertaining to financial organizations and account numbers (FOAPAL); process and follow up on all requisitions, receiving reports, work orders and other organizational related documents. Complete budget/expense transfers as needed.
- Provide regular reports on activity, spending, and communicate any irregularities to the Executive Vice President. Process and electronically file all documents, including requisitions, expense and budget transfers and other forms that require executive signature.
- Facilitate onboarding of all new hires including divisional orientation; ensuring access to all information and technology is set up in accordance with divisional standards. Assist with securing essential items to carry out job functions such as keys, employee ID, FOB, business cards etc.
- Prepare correspondence for the Executive Vice President’s signature or electronic dissemination; proof correspondence that other offices prepare for the Executive Vice President’s signature or electronic dissemination and assure that any necessary corrections are made prior to submission to the Executive Vice President; proactively assist the Executive Vice President in assuring that all appropriate individuals are designated to receive copies and follow through.
- Maintain confidentiality of all information regarding student records and faculty and student communications.
- Prepare and update log of various requests, forms, reports, assignments, waiver requirements, contracts and schedules.
- Coordinate and process materials in accordance with college policy and procedures such as reports, and requisitions.
- Provide superior customer service to students; creating a positive impression and image of the College with the ability to defuse situations. Create a positive impression of the College and the division by cheerfully and enthusiastically greeting visitors and callers and interacting positively with students, faculty, staff and other visitors of the Division.
- Regular attendance on campus is required for this position.
- Perform other duties as assigned by the Executive Vice President.
Related Duties: - Assist with the training, delegate and oversee work of temporary staff assigned to area.
- Maintain office supplies and equipment as needed.
- Provide clerical support services for other staff and committee members with related instructional responsibilities.
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| Minimum Qualifications: | Minimum Required Knowledge, Skills and Abilities: - High school diploma or GED equivalent, and 60 credit hours in related coursework and seven (7) years relevant work experience OR the equivalent combination of education and work experience.
- Demonstrated ability in spelling, grammar, word processing, math, bookkeeping, proofreading, work with statistical information, filing and telephone etiquette.
- Demonstrated proficiency with standard office productivity software and tools, including the Microsoft Office Suite, Google Docs, Banner, etc.
- Strong comfort with technology and navigating new software and tools.
- Accurate keyboarding at 65 wpm.
- Note taking ability at 100% accuracy and ability to transcribe notes into acceptable minutes and reports.
- Strong interpersonal skills to communicate effectively with staff, faculty, students, and the general public.
- Ability to appropriately handle confidential matters.
- Ability to problem solve daily matters in a timely and efficient manner.
- Demonstrated ability to efficiently organize and manage large amounts of information and files; attention to detail; well organized. Past experience managing similar volume and complexity of data, files, detailed information.
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