Executive Administrative Assistant, VP, Admin Services/CFO & Executive Director, PCC Foundation

Piedmont Community College (NC); Roxboro (NC); On-site; USD 48,000 - 70,000; Full time

Job summary

Piedmont Community College is seeking an experienced administrative professional to provide comprehensive support to the Vice President for Administrative Services/Chief Financial Officer and the Executive Director of the PCC Foundation. The role includes handling confidential documents, coordinating calendars, meetings, travel, and communications, and supervising the Person County Campus switchboard.

The position requires in-person attendance, strong knowledge of purchasing policies, budgeting

Qualifications

• Completion of an Associate's degree in Accounting, Business Administration, Office Systems Technology or related field is required.
• Bachelor’s degree is preferred.
• Five (5) years of experience in a related field is preferred.

Responsibilities

• Supports VP for Administrative Services/CFO and Executive Director of the PCC Foundation with confidential tasks.
• Coordinates calendars, meetings, travel arrangements, and purchases per policy.

Skills

Word processing

MS Office

Excel

PowerPoint

Communication

Organization

Prioritization

Education

Associate degree in Accounting or related field

Bachelor’s degree preferred

Job description

Job Summary

Under general supervision, this position provides comprehensive administrative support to the Vice President for Administrative Services/Chief Financial Officer and the Executive Director of the PCC Foundation. Responsibilities include coordinating administrative activities, interacting professionally and tactfully with internal and external stakeholders, maintaining the confidentiality of sensitive College, personnel, and Foundation information, and providing administrative support to two institutional departments. The position also supervises the Person County Campus Switchboard Operator.

This position operates in a professional office environment, requiring daily, in-person attendance.

Essential Duties

• Processes or prepares spreadsheets for agreements, contracts, reports, and forms which may be of highly confidential nature.
• Composes and processes routine correspondence for Vice President and Executive Director’s signature.
• Reviews records and files to assemble or compile data for Vice President and Executive Director’s use in preparing reports and correspondence.
• Establishes and maintains records and files which contain private or confidential information, operating data, personnel information, and important reports.
• Plans meetings and appointments; maintains calendar of meetings, travel arrangements, and travel reimbursement for the Vice President and Executive Director.
• Organizes quarterly Board of Trustee committee meetings, Foundation Committee and Foundation Board meetings and records minutes during meetings, coordinates and distributes meeting packets, and maintains communication with Foundation Board members concerning meetings and events.
• Has knowledge of current institutional purchasing policies and procedures. Prepares purchase requisitions for supplies, services, publications, advertisements, and equipment in accordance with State and institutional purchasing guidelines.
• Assists with various mailings and other internal and external communications.
• Assists with planning and implementation of special events and activities, including scholarship receptions, personnel activities, donor events, alumni activities, and marketing events.
• Assists with PCC Foundation campaigns.
• Coordinates with the Marketing Department to maintain web content for the Foundation.
• Prepares the weekly deposit for the Foundation.
• Obtains signatures on checks as needed.
• Maintains state reporting and check-out procedure for campus vehicle utilization.
• Assists with developing and assembling data for grant proposals.
• Assists with expense tracking.
• Ensures ongoing coverage of the Person County Campus Switchboard.
• Maintains positive relationships with donors, the Foundation Board and the Trustee Board.

Additional Duties

• Records and processes minutes for various other standing College committees.
• Assists Vice President with developing data for budget preparation and preparation of quarterly and end-of-year financial statements.
• Provides clerical support for the Person County campus Child Development Center, Controller, and Director of Facilities, as needed.
• Serves as contact person for telephone system regarding any repairs or outages.
• Prepares reimbursement requests and other forms related to capital projects.
• Records and processes monthly STIF interest.
• Provides updates to buildings and grounds utilization report to the State.
• Performs clerical functions of correspondence, mail, typing, answering telephones, and serves as the primary back-up when necessary for Person County switchboard operations.
• Other duties as needed.

Supervisory Responsibilities

Supervises the Person County campus switchboard operator.

Minimum Qualifications

Education and Experience: Completion of an Associate's degree in Accounting, Business Administration, Office Systems Technology or related field is required. Bachelor’s degree is preferred. Five (5) years of experience in a related field is preferred.

Knowledge, Skills, and Abilities

• Knowledge of organization or departmental operations, services, and policies.
• Knowledge of general office procedures, and protocols.
• Knowledge of financial rules, regulations, laws, and procedures.
• Skilled in word processing 55 - 65 words per minute.
• Skilled in Microsoft Office, including Excel, Word, Access, and PowerPoint.
• Ability to communicate effectively and tactfully orally and in writing.
• Ability to prioritize and organize based on deadlines.
• Ability to promote and represent the College in a positive manner.

Physical Demands

This job requires continuous talking or hearing, frequently standing, frequently walking, frequently reaching with hands and arms, frequently gripping, or feeling with hands, typing/repetitive movement, occasionally climbing or balancing, frequently stooping, kneeling, crouching, or crawling, frequently sitting. Occasional lifting to 25lbs.

Working Conditions

Work is performed in a typical office environment.

Health and Safety Standards

All employees of Piedmont Community College who must enter an outside agency for the purpose of their work will be expected to adhere to the health and safety standards of that agency. This includes background checks, vaccinations, or any other requirements set forth by the agency.