Administrative Assistant to Vice President of Administrative Services

Duties/Responsibilities:

Percentage of Time:

Perform and complete variety of tasks and assignments associated with support functions for the Vice President of Administrative Services and assigned Administrative Services division, Gwinnett Tech Foundation, and Marketing department.

• Receive and distribute correspondence and mail daily for Admin Services
• Answer telephones and greet visitors, record messages as needed; filter faculty/staff traffic to VP’s office and Foundation Office
• Coordinate calendar, travel arrangements, reimbursements, and associated records in timely, accurate, and efficient manner

·         Serves as point of contact for all Trustees and communicates information to appropriate parties.

• Maintain Administrative Services and Foundation SharePoint site
• Maintain contract files and spreadsheet
• Maintain vice president office files
• Assist with maintenance of Administrative Services Policy and Procedure Manual and Foundation Policy documentation
• Prepares Role Model Board documentation throughout the year.

·         Acts as the administrative contact for key resource development volunteers, trustees and major accounts using extraordinary customer service and professional demeanor.

25%

Monitor use of and maintain supplies, equipment and/or facilities for division;

·         Monitor and orders office supplies for marketing, Foundation, and Admin Services

·         Enter service tickets as needed for facilities, IT, and equipment for Admin Services and Foundation

5%

Enter data from forms, records, reports and/or other sources into computer for purposes such as maintaining databases and complete incidental word processing and spreadsheet assignments

• Assist with creating check request, including all supporting documents
• Enter check requests into Financial Edge system
• Post financial and budget reports to SharePoint for department review.
• Run and post open encumbrance report to SharePoint for department review.
• Perform and complete administrative tasks and assignments
• Reconciles check logs to Financial Edge data entry monthly
• Assist with compiling documentation

15%

Direct and supervise clerical interns and/or work study students assigned to the department

5%

Participate in special projects and committees as directed by the supervisor

·         Provides general support for Gwinnett Tech Foundation special events.

10%

Coordinate meetings and management activities

·         Prepare agendas, facilities, and materials

·         Record leadership team meeting minutes in a thorough and timely manner

·         Assist VP in prep for meetings

·         Coordinate and schedule all activities in preparation for Trustee and committee meetings

·         Assists Executive Director with establishing all meeting dates and sets the annual calendar for meeting dates for the Board of Trustees and all committees.

·         Prepares packets for Board meetings

·         Takes meeting minutes at Board of Trustees meetings and Foundation Board Committee meetings.

20%

Complete assignments associated with personnel support functions

·         Manage budget maintenance and balances

·         Manage procurement, contacts, inventory

·         Maintain leave request and travel form documentation and enter on calendar

·         Schedule and organize performance management evaluations and plans

·         Assist with organization and filing/binding of meeting materials (board minutes, initiative/committee materials, projects, etc.)

10%

Conduct general operations of Administrative Services

• Readily participate in Admin Services functions such that support the college
• Assist with purchase orders and tracking
• Coordinate necessary room reservations and preparations

5%

Accommodate professional development and committee/task force service

·         Attend training for skill knowledge and maintenance

·         Read and stay up to date on higher education trends

·         Serve on committees and task forces

5%

Physical Demands:

 Frequency

(N)Never, (O)Occasionally or (C)Constantly

Requires operation, access, or control of financial resources.

C

Requires having a P-Card.

C

Driving is a responsibility of this position.

O

This position will have direct interaction or care of children under the age of 18 or direct patient care. 

N

This position will have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications).

N

This position is a stationary position, often standing or sitting for prolonged periods with or without reasonable accommodation.

C

This position requires moving about to accomplish tasks or moving from one worksite to another with or without reasonable accommodation.

C

This position requires the ability to adjust or move objects up to 15 pounds in all directions with or without reasonable accommodation.

O

This position requires the ability to repeat motions that may include the wrists, hands and/or fingers with or without reasonable accommodation.

C

This position requires the ability to operate machinery and/or power tools with or without reasonable accommodation.

N

Operating motor vehicles or heavy equipment with or without reasonable accommodation.

O

Noisy environments.

N

Medium work that includes moving objects up to 50 pounds with or without reasonable accommodation.

N

Light work that includes moving objects up to 20 pounds with or without reasonable accommodation.

O

Heavy work that includes moving objects up to 100 pounds or more with or without reasonable accommodation.

N

Work in outdoor elements such as precipitation and wind.

N

Assessing the accuracy, neatness and thoroughness of the work assigned.

C