Administrative Assistant-Vice President of Fiber Innovation and Facilities Development

SUMMARY

DUTIES AND RESPONSIBILITIES

• Perform a variety of daily administrative duties including processing, reviewing, sorting, and distributing mail, correspondence, faxes, and email, answer and process telephone calls and voice mail messages. Prepare and/or compose memorandums, letters, and forms, maintain manual and electronic calendars, schedule and plan meetings, and assist with meeting agendas and recording/transcribing meeting minutes. Prepare UPS, Federal Express, and other outgoing shipments and mailings.
• Financial Administration & Processing: Review and accurately input financial data into Ellucian and QuickBooks. Create and process invoices (i.e., billing), receive and process payments, make financial deposits, and create and distribute financial reports on a monthly or as requested basis.
• Accounts Receivable: Accurately maintain accounts receivables on a daily basis including processing checks, credit card, and wire transfer deposits. Input invoice data into Ellucian and print and distribute monthly statements. Keep an accurate record of past-due accounts and ensures receipt of payment for services offered or goods sold. May follow-up with customers and send bill reminders and statements to clients.
• Project Management Support: Collaborate with staff to provide administrative support for various projects including duties such as creating and maintaining customer portals, project tracking reports, and facilitating regular contact and follow-up with customers.
• Administratively assist in the management of key projects such as new construction which may entail scheduling and preparing for meetings, document preparation and distribution, and administering new education programs associated with the new Fiber Innovation Center.
• Plan, coordinate, and/or assist with activities related to special projects and assignments including research, compiling data, preparing reports, and assistance with preparing information for presentations and related responsibilities, including coordination of the Advisory Board and the NCCATT Foundation Board of Directors.
• Serve as recording secretary for the Advisory Board and the NCCATT Foundation Board of Directors. Create, coordinate, and maintain records for the Boards. Prepare information for the meetings, including assisting with agendas, scheduling, document management, and compiling and transcribing minutes.
• Make and coordinate travel, accommodations, and related arrangements as needed. Prepare and process all related forms for reimbursement, etc.
• Remain current and proficient with office technology and software.
• Maintain inventory of office equipment and supplies and arrange for the repair and maintenance of office equipment. Generate purchase orders using the E-Procurement System to purchase equipment and supplies.
• Responsible for all room scheduling for curriculum, continuing education for the Kimbrell Campus, State agencies, textile companies, and other related public or College scheduling needs.
• Act as receptionist for the Kimbrell Campus and Textile Technology Center. Coordinate coverage for the front desk/reception area; receive incoming telephone calls and direct incoming customers/vendors. Prepare UPS, Federal Express, and other outgoing shipments and mailings.
• Take initiative in the Leaderships absence as appropriate and needed within the Kimbrell Campus.
• Serve as liaison for full-time and part-time instructors, as well as for outside County and State agencies for any assistance needed.
• Serve as a liaison for the Campus Police Department. Distribute keys and key codes for faculty and staff members at the Kimbrell Campus.
• Participate as a member of the Social Committee and other committees as requested.
• Serve as backup for the Evening Administrative Assistant/Receptionist/Cashier-Business Office, and for invoicing for the Textile Technology Center.
• Maintain a high standard of professionalism in representing the College, including confidentiality in all aspects of the position’s responsibilities and adherence to policies and procedures, and other established guidelines. Adhere to professional accountability and accept responsibility for managing situations and problems. Work cooperatively with team members and colleagues, contribute positively and constructively to the achievement of team and College objectives, and provide high level of service to customers by establishing and maintaining effective working relationships and partnerships.
• Perform other duties as assigned.

MINIMUM EDUCATION QUALIFICATIONS

• Associate degree from an accredited college required.

MINIMUM EXPERIENCE QUALIFICATIONS

• At least three years’ secretarial, administrative, or facilitator experience required.
• Community college experience preferred.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, and Electronic Calendaring) required.
• Working knowledge of operating standard office equipment and related tools and technology required.
• Datatel and E-Procurement experience preferred.
• Capability to work independently, possess excellent customer service skills, and ability to interact positively with division faculty and students required.
• Excellent interpersonal, written, and verbal communication skills required.
• Strong organization skills with a high degree of detail orientation and the demonstrated ability to multi-task in a fast-paced environment required.
• Demonstrated administrative competencies through internal testing required.
• Knowledge of the Textile Industry a plus.

• Generally, works in a traditional climate-controlled office environment and requires the ability to sit for extended periods.
• Some walking, standing, and bending required, and the ability to lift and maneuver items weighing up to 25 pounds.
• In addition to regular office hours, position sometimes requires overtime and/or evening hours.

Gaston College provides a comprehensive, affordable insurance and benefits program. We are continuously investigating new benefit offerings that are responsive to the needs of our regular** employees.

• State Health Plan
• Dental Insurance
• Vision Insurance
• Health Care and Dependent Care Flexible Spending Accounts
• Employee Assistance Program
• Additional Supplemental Insurances
• NC State Retirement Plan
• Supplemental Retirement Plans
• Disability Benefits, Long- and Short-Term
• Longevity Pay
• State Employees' Credit Union Eligibility
• Leave (Vacation, Sick, FMLA, Civil and Military, Child/Student Involvement, Education, and Voluntary Shared)
• Paid Holidays
• Educational Advancement Compensation
• Tuition Assistance
• Employee Discount Program
• Benefits Overview Booklet