6 días de edad

Sr. Executive Assistant

San Jacinto College
Houston, TX 77049
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San Jacinto College

Equal Opportunity Statement: The San Jacinto College District is committed to equal opportunity for all students, employees, and applicants without regard to race, creed, color, national origin, citizenship status, age, disability, pregnancy, religion, gender, sexual orientation, gender expression or identity, genetic information, marital status, or veteran status in accordance with applicable federal and state laws.

Sr. Executive Assistant - Central Campus

  • Provide administrative assistance and supervise daily general office duties and communications; scheduling of appointments and events; managing and maintaining electronic record filing system, retrieval, retention, and disposal; travel arrangements; registrations; expenditures and processing needs to meet deadlines effectively and efficiently. Generate, maintain and distribute reports, databases, letters, memos, e-mails, mail mergers, distribution lists, invitations, programs, announcements, newsletters, ads, awards, certificates, handouts and other requested communications as requested by the office of the VC.
  • Provide administrative assistance for VC, committee meetings and events hosted by the VC's office. Assist with planning, scheduling, documentation collection and assembly of agenda items, recording and transcription of minutes for distribution, tracking and follow-up of actions items as needed and maintaining updates on BlackBoard and various college drives etc.
  • Implement, analyze, collect and coordinate requested data for various scheduling and tracking reports in assisting the VC (FY Budget, SOS Budget Development, Budget Development Training, Departmental Program Reviews, Expenditure Reviews, Faculty/Student Reviews, New Hires, Payroll).
  • Maintain financial requirements through Banner Finance (Budget FY Maintenance; Annual Development; Assembling of Special Budget Reports; Reviews; Requisitions; Purchase Orders; Journal Voucher Transfers; Encumbrances; Downloads; Purchase card expense report statements and reconciliations).
  • Planning and maintaining of office workflow efficiency by recruiting, training, supervising and evaluating part-time staff and student assistants in scheduling and assigning office projects to expedite work tasks of the office of the VC.
  • Coordinate internal and external meetings sponsored by the VC of Strategic Initiatives office; serve as a committee or council member, planning, organizing, acquiring quote requests, budget processing and tracking, generating maps, brochures and handout for distribution, assigning of duties of office staff and others as needed. Act as VC's liaison with various constituencies; work with college management leadership, external constituencies, administrators, faculty, staff and students to resolve inquiries, problems and complaints addressed to the VC's office; manage and direct inquiries within capacity.
  • Take minutes for Council meetings as required; secure arrangements necessary for meetings and events on and off campus hosted by the office of the VC and in supporting Campus meetings and events requested by outside parties as needed, including but not limited to room reservations, parking, security, catering, entertainment, media, custodial requirements, maintenance requests, expenditures, travel arrangements, etc. Coordinate arrangements with various departments and individuals for special functions and college events, including, but not limited to annual campus College Community Week; College Community Day; special assigned projects and initiatives such as San Jac Cares, Mind Trekkers, etc.; miscellaneous receptions and community events; council, committee, taskforce, departmental meetings, etc. Flexibility to work outside of regular business hours or other peak periods to provide assistance as needed in representing the office of the VC.
  • Uphold the public image of the office of the VC. Maintain confidentiality of records and personal interactions. Project a professional, courteous, and accommodating attitude in promoting positive relationships within the College and with various community, civic organizations, and ISD's.
  • Maintain supplies inventory for office, meetings and various events by reviewing stock and anticipating supply needs.
  • Maintain and submit maintenance requests or repairs for various buildings and office equipment (Computers, Telephones, Fax, Copier, Printers)
  • Maintain professional and technical knowledge by participating in educational workshops; reviewing professional publications; establishing personal networks; and participating in professional organizations such as Association of Educational Office Personnel (AEOP).

  • Associate degree or equivalent coursework
  • Five years of office clerical or administrative support experience including two years at an executive assistant level; or an equivalent combination of education and experience to successfully perform the essential duties of the job
  • Advanced skill level in Microsoft Office - Word, Excel & PowerPoint

  • Associate degree in business, office administration, or related field
  • Above requirements plus two or more years in a higher education environment
  • One year of Ellucian Banner ERP experience
  • Microsoft Office Specialist certification

Note: The duties of this position require a physicalpresence at the assigned on-site work location during unrestricted operationswith very limited or no opportunity for remote work arrangements.

Salary Grade: 18

Salary is based on the Board-approved salary schedule for the current fiscal year. See Salary Schedule

Requisition Number: req3392

Posting Close Date: 10/22/2021



Posted: 2021-10-09 Expires: 2021-11-09

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Sr. Executive Assistant

San Jacinto College
Houston, TX 77049

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