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About the Role

Provides executive level administrative support to an executive vice president, vice president, or associate vice president by managing correspondence, prioritizing requests, and responding to inquiries via phone or email. Organizes schedules, calendars, and appointments, including detailed arrangements for meetings and events. Coordinates operating budgets, processes expenditures, and establishes tracking systems for various information and projects. May update websites or use social media, and coordinate special projects by researching and analyzing information. May also assign and review the work of office personnel.

Responsibilities

Provides executive level support to an executive vice president, vice president or associate vice president by receiving, prioritizing, and responding to incoming correspondence, requests, reports and telephone, or email contacts.
Expedites the processing of documents or other items requiring action, assesses and works with other staff and community members to resolve issues from students, employees, and the public regarding college activities.
Organizes and maintains schedules, calendars, and appointments including meetings and events and the detailed arrangements associated with such including preparing or providing agendas, minutes, equipment, location, information packets, and follow up action items.
Performs complex computer activities including word processing, data processing, scheduling processes and visual and graphic presentations.
Coordinates and maintains operating budgets. Receives and processes requests for budget expenditures such as travel, equipment purchases, and funds for other activities and events.
Establishes and maintains files, logs, and other tracking systems for a variety of information, projects and events; may update website or use social media.
Coordinates special projects including researching and analyzing information and data; interpreting and applying policies and procedures, and/or recommending alternative solutions based on information gathered.
May assign and review the work of office personnel.

Requirements

Must possess required knowledge and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
College operations, organization, policies, and procedures.
Records retention, preservation, and recording.
Principles and methods of budget preparation and expenditure control.
Office management processes and procedures.
Correct English usage, grammar, spelling, punctuation, and vocabulary.
Possessing a customer-oriented and solutions-focused mindset.
Preparing and processing purchase orders.
Accountable for inventory/property management.
Establishing and maintaining effective working relationships.
Maintaining an established work schedule.
Effectively using interpersonal and communications skills, including the use of tact, diplomacy and confidentiality.
Effectively using organizational and planning skills, including the use of intense attention to detail and follow-through.
Compiling and organizing complex material, summarizing discussions and actions taken in report form.
Reviewing and preparing narrative and statistical reports and records.
Interpreting and applying rules, regulations, policies, and procedures.
Analyzing situations accurately and adopting an effective course of action.
Maintaining confidentiality of work-related information and materials.
Use of a variety of spreadsheet, word processing, database, and presentation software.
May also use social media, work with desktop publishing, and update webpages.
Work is performed in a standard office or similar environment.
Subject to standing, walking, sitting, bending, reaching, pushing, and pulling.
Occasional lifting of objects up to 10 pounds.
Work safely and follow safety rules. Report unsafe working conditions and behavior. Take reasonable and prudent actions to prevent others from engaging in unsafe practices.

Skills

Customer-oriented and solutions-focused mindset
Preparing and processing purchase orders
Inventory/property management
Establishing and maintaining effective working relationships
Maintaining an established work schedule
Interpersonal and communication skills
Tact, diplomacy, and confidentiality
Organizational and planning skills
Intense attention to detail and follow-through
Compiling and organizing complex material
Summarizing discussions and actions taken in report form
Reviewing and preparing narrative and statistical reports and records
Interpreting and applying rules, regulations, policies, and procedures
Analyzing situations accurately
Adopting an effective course of action
Maintaining confidentiality of work-related information and materials
Spreadsheet software
Word processing software
Database software
Presentation software
Social media
Desktop publishing
Webpage updates

Location

Austin, Texas

Work Type

Full-time

Experience Level

Three years related work experience
Four years of related work experience may substitute for education requirement

Education Level

Associate degree

Salary/Compensations

$63,581 - $79,476

About the Company

Austin Community College is a public two-year institution that serves a multicultural population of approximately 41,000 credit students each Fall and Spring semester.
We embrace our identity as a community college, as reflected in our mission statement.
We promote student success and community development by providing affordable access, through traditional and distance learning modes, to higher education and workforce training, including appropriate applied baccalaureate degrees, in our service area.
As a community college committed to our mission, we seek to recruit and retain a workforce that values intellectual curiosity and innovative teaching, is attracted by the college's mission to promote equitable access to educational opportunities, cares about student success and collaborates on strategies to facilitate success for populations including; first generation college students, low-income students, and students from underserved communities, is focused on student academic achievement and postgraduate outcomes, welcomes difference and models respectful interaction with others, and engages with the community both within and outside of ACC.

Equal Opportunity

As required by the US Department of Education, employees are required to report violations under Title IX and, under the Jeanne Clery Campus Safety Act (Clery Act), select individuals are required to report crimes. If this position is identified as a Campus Security Authority (Clery Act), you will be notified, trained, and provided resources for reporting.
Austin Community College produces an Annual Security Report as required by the Clery Act. This report includes statistics from the previous three years concerning reported crime that occurred on campus; public property adjacent to and accessible from campus; and in certain non-campus buildings/property owned or controlled by ACC. The report includes institutional policies concerning campus security and other safety information.
For direct access to the current Annual Security Report, visit www.austincc.edu/asr . You may obtain a hard copy by contacting the Clery Compliance Officer ( CleryComplianceOfficer@austincc.edu ). For an overview, see ACC's Clery Act website.