Job Description
Aims Community College actively supports an environment that embraces the College's Mission, Vision, Values and a culture of innovation and care. The College embraces and seeks to hire individuals who want to be a part of this environment and have the skill sets necessary to be successful in this position.
This position provides high-level administrative support for the Executive Director for Student Accessibility & Well Being (ED-SAWB). Duties include, but are not limited to, advanced administrative support, budget monitoring, scheduling, organizational support, assistance with project management, and other responsibilities as determined by the Executive Director. Position functions under limited supervision.
This position requires the use of considerable independent judgment, problem-solving skills, and strong human relations skills. This position also provides some administrative support to the following offices under the ED-SAWB: Counseling, CARE Case Management, Student Accessibility Services, and Arty's Pantry. Occasional travel is required.
Administrative Support to the Executive Director for Student Accessibility & Well-Being:
- Manages ED-SAWB calendar for individual, committee, and team meetings.
- Provides support for ED-SAWB team and committee meetings by preparing meeting materials, taking notes, disseminating meeting notes, and maintaining a list of action items.
- Learns and maintains a high-level of computer software skills, including Microsoft Office Suite, Workday, Maxient, Avaya, and other college software packages.
- Assists ED-SAWB with travel preparations for conferences, trainings, and presentations.
- Plans, organizes, and implements various projects. Assists ED-SAWB with project management tasks.
- Performs problem-solving tasks by researching issues and applying judgment.
- Learns and maintains a strong knowledge of college operations, policies, and practices. Use good judgment in applying college policies and procedures.
- Handles confidential information relating to employees and staff; schedule appointments and maintain calendars for two administrators; compile data and prepare a variety of correspondence, reports and other documents; prepare requisitions, check requests, and other online service requests for seven work units; make in-state and out-of-state travel arrangements according to institutional procedures (completing all paperwork throughout the process); maintain supply inventories for seven work units.
- Creates accessible documents, as well as checks document accessibility within the department based on current compliance laws and standards (Section 508 and/or WCAG standards). Attends ongoing and updated training in order to help keep the college in compliance regarding accessible documents.
Liaison for Executive Director, Student Accessibility & Well-Being:
- Develops effective liaison relationships with students, staff, faculty, college administrators, regional/state/federal government officials, and vendors of Student Affairs departments and contacts.
- Assists the administrators with negotiating contracts with certain vendors.
Budget Management for Executive Director, Student Accessibility & Well-Being:
- Monitors and assists in the development of several operating budgets.
- Research and resolve budget discrepancies by working with various work units throughout the college and outside vendors.
- Inputs budget revisions for all budgets.
- Reviews and analyzes previous years' budgets and compares with next year's needs in order to forecast next year's budgetary needs.
- Presents and explains forecasted budget for upcoming year to two directors.
- Reviews and confirms on a monthly basis the personnel expenditures of cost centers for the ED-SAWB.
Administrative Support to Other Offices & Initiatives Under the Executive Director, Student Accessibility & Well-Being:
- Monitors and assists in the development of operating budgets.
- Researches and resolves budget discrepancies by working with various work units throughout the college and outside vendors.
- Produces and submits various budgetary forms.
- Manages and does monthly reconciliation for Purchasing Cards.
- Provides administrative support for members of the Advising and Transition Center teams.
- Schedules meetings and events.
- Assists with submitting OFFS.
- Maintains supply inventories for the department.
- Assists with staff travel preparations.
- Maintains a high level of computer software skills, including Microsoft Office Suite, Adobe, and other software packages.
Other Duties as Assigned