JOB
Position Summary: The Executive Assistant to the Vice President for Administration (VPA) is responsible for providing detailed, comprehensive organizational and office management support to the VPA and the departments that report to the VPA, including Facilities, Finance, Procurement, Risk Management, Technology Services, and Human Resouces, in a discreet, professional, and confidential manner requiring the application of specialized technical and administrative knowledge and the exercise of initiative, independent judgment, and decision making.Essential Functions: As defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills, and other characteristics. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.Note: Cochise College requires a post offer, pre-employment background screening of all employees.This position is open until filled, with applications reviewed on receipt. The job posting may close at any time. Marketing StatementCochise College serves the residents of Cochise County from two campuses and four centers throughout Southern Arizona with panoramic views of five different mountain ranges. The college has been recognized nationally for its cost, return on investment, and high success rate; providing over 90 general and technical education programs leading to a variety of workforce certificates and associate degrees. The college is accredited by the Higher Learning Commission and is a designated Hispanic-Serving Institution (HSI).CHECK OUT COCHISE COLLEGE HERE! 2023 Fortune Ranks Sierra Vista Best Places to Live For FamiliesOur City: Best Place for Families to Live in U.S. About Cochise County – Explore Cochise
EXAMPLE OF DUTIES
Duties and Responsibilities: Within the scope of college policies and procedures, this position: Provides comprehensive support to the VPA, by preparing, receiving, and distributing letters, memoranda, and other correspondence; reviews documents presented for VPA approval and/or signature to ensure completeness, maintaining department files, a master department calendar, and serving as a liaison for employees, students, and visitorsAssists in monitoring compliance with established policies, practices and procedures; responds to inquiries related to employment and benefits questions; assists employees in understanding established policies and procedures; reviews submitted action documentation for completeness, ensuring proper signatures and other authorizations as neededManages personnel files and assists human resources staff with the onboarding and separation of employees, including ensuring personnel files are complete and up to date, entering data into records management system for tracking purposes and reporting, preparing college catalog information and Maintains department fiscal records, including processing of purchase and travel requisitions, purchase orders, invoices, travel vouchers, etc. and reconciliation of budgets; investigates vendor issues as needed. Reconciles and files purchase card transactions for the VPA and other department staff as neededServes as a recorder for Employee Senate and Employee Relations Committees, including communicating with committee members, taking minutes, reserving rooms, and maintaining committee document storage, etc.Works in collaboration with other division staff to respond to inquiries in a professional, helpful manner and directing visitors as appropriate, and serves as backup in the maintenance of division web pages and portal documents, including maintaining electronic forms for a variety of college business functionsPerforms other related duties as assignedGeneral Expectations: Employees are expected to accomplish assigned duties in an efficient, effective and competent manner and to strive for improvement and excellence in all work performed. Additionally, employees must understand the comprehensive role of the community college and cooperate and work harmoniously with students, faculty and staff, and the public. Employees will follow all college policies, rules, regulations and guidelines as they relate to this position.
SUPPLEMENTAL INFORMATION
Work Environment: Work is primarily performed under general supervision. Incumbent generally performs work in a typical office setting with appropriate climate controls. Physical Requirements: Essential functions of this position require: lifting, manual dexterity, ability to communicateSedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body; involves sitting the majority of the time; walking and standing are required only occasionally and all other sedentary criteria are metMental Application: Utilizes memory for details, verbal instructions, emotional stability, critical thinking, adaptability and creative problem-solving skills are importantReports to: Vice President for Administration