Administrative Assistant Senior Executive

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

Job summary

Metropolitan Community College is seeking an experienced administrative professional to support an Executive Cabinet member in Kansas City, Missouri. This role offers autonomy and opportunities to influence campus operations.

You will organize meetings and events, review budgets, prepare confidential correspondence, arrange travel, and coordinate with campus staff and external partners. A Bachelor's degree and three years of senior clerical experience are required; strong communication and

Qualifications

• Bachelor’s degree required.
• Three years of high level clerical/administrative support experience.
• Strong communication, organization, and confidentiality.

Responsibilities

• Organize, plan, develop, coordinate and arrange events for the Executive Cabinet member.
• Prepare and review budget requests; monitor spending and reports.
• Compose confidential correspondence and prepare reports, contracts, payroll, and related documents.

Skills

Executive support

Budget coordination

Travel coordination

Event planning

Education

Bachelor's degree

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: Metropolitan Community College-Blue River, located in Independence, Missouri; Metropolitan Community College-Longview located in Lee's Summit, Missouri, Metropolitan Community College-Maple Woods located in the Northland of Kansas City, Missouri; Metropolitan Community College-Online and Metropolitan Community College-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 Executive Cabinet Member. This position provides highly responsible administrative support, with considerable latitude for independent judgment for the assigned Executive Cabinet member.

Essential Functions

• 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

Qualifications, Knowledge, Skills, Abilities and Physical Requirements

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.

Supplemental Information

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.