Administrative Assistant Executive I

Metropolitan Community College-Kansas City; Kansas City (MO); On-site; USD 42,000 - 64,000; Full time

Job summary

Metropolitan Community College-Kansas City is seeking an experienced administrative professional to provide advanced support to an assigned dean. The role includes managing documents, budgets, calendars, and communications to ensure smooth department operations.

The incumbent will assist with scheduling, correspondence, and data reporting, while coordinating meetings, events, and campus activities to support the college’s administrative efficiency.

Qualifications

• Associates degree required.
• One year of clerical/administrative support or related area experience.
• Bachelor's degree preferred.

Responsibilities

• Collect, prepare, reconcile, review, verify, and/or maintain information, data, documents, and records; ensure accuracy and compliance with standards and procedures.
• Prepare and review budget requests; monitor spending and provide status updates to departments.
• Prepare, edit, proofread, and process correspondence, reports, certificates, forms, contracts, payroll, and other documents; ensure accuracy before signing.

Skills

Office procedures

Budgeting

Customer service

Event planning

Communication

Data entry

Editing/proofreading

Clerical support

Education

Associates degree

Bachelor's degree preferred

Tools

Microsoft Office

Job description

About MCC

Metropolitan Community College is the oldest public institution of higher learning in Kansas City, Missouri, founded in 1915 as the Kansas City Polytechnic Institute. The Junior College of Kansas City, as it was known starting in 1919, was one of the first schools in the country to award an associate degree. Today, MCC offers 125 associate degree and certificate programs.

Metropolitan Community College comprises five campuses on the Missouri side of the Greater Kansas City area 47 major buildings and about 550 acres in all: MCC-Blue River, located in Independence, Missouri; MCC-Longview located in Lee's Summit, Missouri, MCC-Maple Woods located in the Northland of Kansas City, Missouri; MCC-Online and MCC-Penn Valley, located in Midtown Kansas City, Missouri.

MCC is accredited by the Higher Learning Commission. In addition, several programs have specific accreditations as well.

MCC does not provide employer-paid sponsorships.

Job Summary

Incumbents provide advanced and comprehensive administrative support for an assigned dean.

Essential Functions

• Collect, prepare, reconcile, review, verify, and/or maintain comprehensive information, data, documents, and records; ensures information accuracy and compliance with applicable standards, policies, and procedures
• Prepare and review budget requests; monitors budget spending, accounts, or bills; monitors fund availability; and provide status updates to departments
• Prepare, edit, proofread, review, print, process, maintain, and/or submit correspondence, reports, records, certificates, forms, letters, pay sheets, training schedules, contracts, payroll, and other general and financial documents; ensure information accuracy and compliance with applicable laws, standards, policies, and procedures; review documents for accuracy before giving to the Dean to sign
• Work may also include performing quantitative data analysis when necessary.
• Process, monitor, review, and/or reconcile invoices, accounts, check requests, invoices, purchase orders, reimbursements, deposits, receipts, and IT or other tickets or requests; contact personnel/departments/ agencies via phone or email to collect payment dues, or facilitate assigned operations
• Schedule and coordinate appointments, reservations, meetings, workshops, trainings, or other events/ activities; set up conference calls and zoom meetings; create presentations; maintain calendars; prepare meeting agendas; transcribe meeting minutes; set up rooms/lab facilities; maintains a parking lot list of those assigned to park in the reserved lots; and coordinate with program participants and other relevant individuals
• Plan and implement events, to include preparing promotional and other materials; managing enrollment processes; coordinating with event participants, vendors, media, and other parties; and performing other operations related to planning and organizing events/orientations/programs
• Maintain and update departmental systems or databases, update websites and social media accounts, maintains their accuracy, and provide technical support to include training end-users on system operation, and troubleshooting basic technical issues
• Perform customer service duties to include providing program/department information, referrals, or other services to students, staff, and other visitors, greeting and directing visitors, students, or staff to appropriate personnel/departments and answering telephones.
• Coordinate and collaborate with internal and/or external personnel, departments, and agencies, when necessary, to communicate information, serves as a liaison, provides assistance or information, represents the Dean, maintains effective working relations, and facilitates events and departmental operations
• Perform office management duties to include maintaining inventory, ordering supplies and sorting and distributing mail
• Performs other duties as assigned

Qualifications, Knowledge, Skills, Abilities and Physical Requirements

Minimum Qualifications:

• Associates degree*
• One (1) year of experience in clerical/administrative support or related area

Preferred Qualifications:

• Bachelor's degree preferred
• *Minimum Education Qualification can be substituted with an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.

Knowledge, Skills and Abilities:

• Knowledge of modern office procedures, methods, and equipment
• Knowledge of applicable Federal, State, and college laws, policies, standards, and regulations
• Knowledge of filing and recordkeeping practices
• Knowledge of computers and related software applications
• Knowledge of event planning and organization principles
• Knowledge of customer service principles
• Knowledge of filing principles and practices
• Knowledge of English language, grammar, and punctuation
• Knowledge of budget principles
• Skilled in using a computer and related software applications
• Skilled in utilizing modern office equipment
• Skilled in providing customer service
• Skilled in proofreading and editing documents
• Skilled in preparing reports and forms
• Skilled in typing correspondence, memos, and/or other related information
• Skilled in planning and organizing events
• Skilled in maintaining confidentiality
• Skilled in assembling and organizing data and information
• Skilled in monitoring a budget
• Skilled in utilizing communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, and others sufficient to exchange or convey information

Supplemental Information

EEO Statement: Metropolitan Community College is an Equal Employment Opportunity employer that prohibits discrimination or harassment of any person based based on race, color, religion, sex, sexual orientation, gender identity, age, birth, ancestry, national origin, or disability. EOE/M/F/Vets/Disabled Accommodations: MCC is committed to the full inclusion of all qualified individuals. As part of this commitment, MCC will ensure that persons with disabilities are provided with reasonable accommodations in all aspects of employment, including the application process. To request an accommodation and/or a copy of the Americans with Disabilities Act applicant procedures, please contact the Office of Human Resources.