Administrative Assistant to the President -Internal

Drake State Community & Technical College; Huntsville (AL); On-site; USD 47,000 - 65,000; Full time

Job summary

Drake State Community and Technical College seeks an Administrative Assistant to the President to support the President’s Office with a high level of professionalism and discretion.

Reporting directly to the President, the role requires managing a fluid calendar, coordinating travel, preparing complex documents, and handling confidential information while serving as the primary point of contact for internal and external stakeholders.

Qualifications

• Minimum of an associate’s degree from a regionally accredited institution.
• Minimum of three (3) years of documented full-time administrative support work experience.
• Excellent computer skills, particularly Outlook, Excel, Word, PowerPoint, and virtual meeting platforms.
• Ability to design and edit graphic presentations and materials.
• Excellent oral, auditory, and written communication skills.
• Ability to compose letters, memoranda, minutes, and other correspondence.
• Ability to proofread work for accuracy.
• Ability to establish and maintain effective working relationships within and outside the College.
• Ability to create a welcoming environment for the varied and diverse visitors and clientele of the President’s Office.
• Ability to interact in a confident and professional manner with people of all levels.
• Ability to work in a fast-paced environment, handling competing tasks and demands with constantly changing priorities.
• Ability to maintain the utmost discretion and integrity, especially pertaining to sensitive, confidential matters.
• Excellent attention to detail and follow-through with the ability to plan, organize, and control large and small events and projects through to completion.
• Ability to think creatively and with a sense of urgency to situations that require quick response or turnaround.
• Ability to complete a high volume of tasks and projects with little or no guidance.

Responsibilities

• Complete a broad range of administrative tasks that facilitate the President’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; managing mail; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense reports
• Communicate directly, and on behalf of the President by initiating and responding to emails, texts, and phone calls
• Provide a bridge for smooth communication between the President’s Office and internal departments; demonstrate leadership to maintain credibility, trust, and support with senior management, staff, faculty, and students
• Manage an extremely fluid calendar of appointments, keeping the President well-informed of upcoming commitments and responsibilities, with appropriate follow up
• Arrange complex and detailed travel plans, itineraries, and agendas; and compile documents for travel-related meetings
• Maintain a comprehensive filing system for office correspondence, contracts, confidential records, and related documents in hard copy and/or electronic format
• Organize and coordinate resources and teams to successfully plan events
• Research, prioritize, and follow up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature.
• Strategically prioritize competing demands to handle matters expeditiously and proactively
• Manage time and follow-through to successfully complete projects, often with deadline pressures
• Manage the President’s Office budget, including tracking account balances; processing invoices for payment; maintaining organizational memberships; purchasing supplies; coordinating vendor services; and reconciling credit card statements
• Serve on college committees as assigned
• Provide leadership to the College’s secretarial team
• Maintain compliance with college and program related accreditation and certification standards
• Retain and submit documentation as requested to support accreditation efforts
• Perform other work-related responsibilities as assigned by the President

Skills

Outlook

Excel

Word

PowerPoint

Virtual meeting platforms

Education

Associate degree

Bachelor’s degree

Job description

The Administrative Assistant to the President is responsible for ensuring the efficient and effective operation of the President’s Office. Reporting directly to the President, this position provides executive support in a one-on-one working relationship. The Administrative Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President.

This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. The Administrative Assistant must have the ability to work independently on tasks and projects, from conception to completion, and thrive in a multi-faceted role which requires the ability to handle a wide variety of activities and confidential matters with discretion.

This position is posted in compliance with Alabama Code 16-22-15. It is the intent to place a current employee in this position.

Salary: Appropriate placement on the Alabama Community College System Board of Trustees

Salary Schedule E3, Grade 3

Salary Range $47,029 -$65,218 (12 months, Non-Exempt).

Work Hours: 8:00 am - 5:30 pm Monday - Thursday and 8:00 am - 12:00 pm Friday

The Administrative Assistant to the President shall perform the duties as specified in conformity with policies established by the Alabama Community College System Board of Trustees and the J.F. Drake State Community and Technical College Faculty and Staff Handbook.

• Complete a broad range of administrative tasks that facilitate the President’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; managing mail; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense reports
• Communicate directly, and on behalf of the President by initiating and responding to emails, texts, and phone calls
• Provide a bridge for smooth communication between the President’s Office and internal departments; demonstrate leadership to maintain credibility, trust, and support with senior management, staff, faculty, and students
• Manage an extremely fluid calendar of appointments, keeping the President well-informed of upcoming commitments and responsibilities, with appropriate follow up
• Arrange complex and detailed travel plans, itineraries, and agendas; and compile documents for travel-related meetings
• Maintain a comprehensive filing system for office correspondence, contracts, confidential records, and related documents in hard copy and/or electronic format
• Organize and coordinate resources and teams to successfully plan events
• Research, prioritize, and follow up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response
• Strategically prioritize competing demands to handle matters expeditiously and proactively
• Manage time and follow-through to successfully complete projects, often with deadline pressures
• Manage the President’s Office budget, including tracking account balances; processing invoices for payment; maintaining organizational memberships; purchasing supplies; coordinating vendor services; and reconciling credit card statements
• Serve on college committees as assigned
• Provide leadership to the College’s secretarial team
• Maintain compliance with college and program related accreditation and certification standards
• Retain and submit documentation as requested to support accreditation efforts
• Perform other work-related responsibilities as assigned by the President

Job description may be modified or altered at any time by management

REQUIRED QUALIFICATIONS

• Minimum of an associate’s degree from a regionally accredited institution
• Minimum of three (3) years of documented full-time administrative support work experience
• Excellent computer skills, particularly Outlook, Excel, Word, PowerPoint, and virtual meeting platforms
• Ability to design and edit graphic presentations and materials
• Excellent oral, auditory, and written communication skills
• Ability to compose letters, memoranda, minutes, and other correspondence
• Ability to proofread work for accuracy
• Ability to establish and maintain effective working relationships within and outside the College
• Ability to create a welcoming environment for the varied and diverse visitors and clientele of the President’s Office
• Ability to interact in a confident and professional manner with people of all levels
• Ability to work in a fast-paced environment, handling competing tasks and demands with constantly changing priorities
• Ability to maintain the utmost discretion and integrity, especially pertaining to sensitive, confidential matters
• Excellent attention to detail and follow-through with the ability to plan, organize, and control large and small events and projects through to completion
• Ability to think creatively and with a sense of urgency to situations that require quick response or turnaround
• Ability to complete a high volume of tasks and projects with little or no guidance

PREFERRED QUALIFICATIONS

• Bachelor’s degree in business related field

DESIRED PROFILE

• Understanding of and commitment to the philosophy and mission of a community and technical college
• Sensitivity and commitment to cultural diversity
• Ability to handle multiple tasks and various situations in a calm and professional manner
• Ability to work well under pressure and deadlines
• Commitment to teaching and learning, where recent high school graduates, adult students, and non-traditional students are involved

Background Check Requirement

In accordance with Alabama Community College System Policy and guidelines, the applicant chosen for employment will be required to sign a consent form and agree to a non-refundable fee of $24.40 for a criminal background check. Employment will be contingent upon the receipt of a clearance notification from the criminal background check.

Drake State Community and Technical College is an equal opportunity employer. It is the official policy of the Alabama Community College System, that no person shall, on the grounds of race, color, disability, gender, religion, creed, national origin, or age, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Drake State will make reasonable accommodations for qualified disabled applicants or employees. Drake State reserves the right to withdraw this job announcement at any time prior to awarding. Drake State compiles information about safety and security and publishes an annual report. This report can be found on the website by accessing the crime and safety report link. The link can be found on the Drake State home page by clicking the “About Drake State” tab and then selecting the “Campus Security Report” link. A copy can also be obtained by contacting the Director of Operations at 256-551-5210.

The College reserves the right to fill the position within (120) days of the job announcement stated closing date or to not fill the position due to budgetary or operational considerations. Further, the College reserves the right to fill more than one position in the same job classification should another vacancy occur during the search process.