Administrative Assistant Senior Executive

Metropolitan-Community-College; Kansas City (MO); On-site; USD 55,000 - 75,000; Full time

Job summary

Metropolitan Community College seeks an experienced administrative professional to provide high-level support to an Executive Cabinet member. The role entails managing calendars, travel, correspondence, and complex project coordination with substantial autonomy.

Responsibilities include budget reviews, event planning, meeting support, and acting as liaison with staff, vendors, and the public. A Bachelor’s degree and 3 years of senior administrative experience are required.

Qualifications

• Bachelor’s degree required; substitution with equivalent education/experience allowed.
• Three (3) years of high-level clerical/administrative support experience or related area.

Responsibilities

• Organize, plan, develop, coordinate and arrange special functions, programs and events for the Executive Cabinet member.
• Prepare and review budget requests; monitor budget spending and fund availability; provide status updates.
• Compose confidential correspondence, memoranda, and draft speeches; prepare, edit, proofread, and process documents including reports, contracts, payroll and forms.
• Process invoices, purchase orders, reimbursements, and tickets; contact departments to collect payments or facilitate operations.
• Prepare itineraries and travel arrangements; manage travel expense reports; support campus leadership on committees.
• Attend meetings with the Executive Cabinet member, take minutes and distribute them; coordinate events and enrollment processes.

Skills

Knowledge of office procedures

Budget principles

Event planning

Confidentiality

Customer service

Education

Bachelor’s degree

Job description

Incumbents provide advanced and comprehensive administrative support for an assigned Executive Cabinet Member. This position provides highly responsible administrative support, with considerable latitude for independent judgment for the assigned Executive Cabinet member.

• Organize, plan, develop, coordinate and arrange special functions, programs and events on behalf of assigned Executive Cabinet member; may provide supervision or guidance to a variety of staff involved in projects and task as assigned; may supervise daily activities and college location functions in the absence of a location executive
• Prepare and review budget requests while making recommendations; monitors budget spending, accounts, or bills; monitors fund availability; and provides status updates to affected Executive Cabinet member; manage and implement special projects with direction from the Executive Cabinet member
• Compose highly confidential and sensitive correspondence, memoranda and draft speech and written communication for an Executive Cabinet member; 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; work may also include performing quantitative data analysis when necessary; serve as ombudsperson for employees, students, vendors and the general public.
• 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; provide support to the Executive Cabinet member as he/she serves on national committees and boards
• Prepare local, national and international itineraries. Books airfare, room, and transportation.
• Processes travel expense reports; *supports DCO of campus—makes travel arrangements, finding and securing flights, lodging; purchasing registration, completing travel authorization paperwork, and completing travel expense paperwork after travel is completed. (* specific to campus positions)
• Attend meetings with the Executive Cabinet member, take minutes and distribute/upload minutes to appropriate system
• With a high degree of autonomy, plan and implement campus, district and/or state-wide 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
• Volunteer for internal events
• Manage the department’s office supply inventory and equipment
• 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; serve as liaison and coordinate work with other public/private organizations and attend meetings as assigned by the Executive Cabinet member
• Perform other duties as assigned

Minimum Qualifications:

• Bachelor’s degree*
• Three (3) years of experience in high level clerical/administrative support or related area

*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

Physical Requirements

Positions in this class typically require grasping, hearing, keyboarding, reaching, repetitive motion, standing, talking, visual acuity, and walking. Sedentary 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. Sedentary work involves sitting most of the time. Walking and standing are required only occasionally.

EEO Statement:

Metropolitan Community College is an Equal Employment Opportunity employer that prohibits discrimination or harassment of any person 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.