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Admin Assistant to VP Finance & Operations

Pratt Community College

Job Description

Admin Assistant to VP Finance & Operations

Job Type: Professional Non-Exempt

Employee Type: Full Time

General Description and Purpose

Administrative Assistant to the Vice President of Finance & Operations performs secretarial duties such as correspondence, telephone calls, filing, and keeping the Vice President's appointment calendar; also serves as a coordinator of record keeping, messages, and travel for the Vice President of Finance and Operations.

Primary Functions/Responsibilities

  1. Keep insurance, tags, and registration current on all college vehicles.
  2. Prepare ereqs and monitor the budget as necessary.
  3. Maintain the master scheduler of all rooms, meeting times, and dates on the PCC campus. Notify maintenance and the learning resource center and the food service director if special arrangements need to be made. Notify the Business Office of all facilities use that should be charged for.
  4. See that a supply of paper & supplies are on hand at all times for the copy machines.
  5. Prepare all bids for purchases that are required for the college. Set times for bid openings and notify bidders of results of the bids. Prepare recommendations for the Board of Trustees.
  6. Be responsible for scheduling all coverage at the switchboard. Fill in at the switchboard when required.
  7. Maintain long distance access codes.
  8. Process the incoming and outgoing mail when required.
  9. Maintain a master calendar for Finance and Operations personnel schedules.
  10. Other duties as assigned.

Coordination and Accountability Tasks

  1. To understand, support, and enforce all policies as expressed by the Board of Trustees of Pratt Community College in letter, intent and spirit.
  2. Be involved in student activities as required.
  3. Work with all members of PCC staff that requires facilities use, vehicle reservations, copy machine use, and telephone use.

Supervises the Following Staff

  1. Switchboard/Receptionist Personnel
  2. Work Study personnel

Required Knowledge, Skills, Abilities, and other Characteristics

  1. To manage the Vice-President of Finance & Operations office complex in a friendly and timely manner.
  2. Develop and maintain a general filing system which will improve the work flow.
  3. To become familiar with and utilize computer record keeping, word processing, spreadsheets and Powerpoint.
  4. Utilize campus software as needed.
  5. Be accurate and prompt in all assignments.

Experience

  1. Good written and verbal communications skills required.
  2. Typing, filing, computer knowledge required.
  3. Ability to work with and negotiate bids with various vendors preferred.
  4. Must be able to handle many tasks simultaneously required.
  5. Must be able to work well with all types of personalities required.
  6. Must be able to handle confidentially without question required.

Education
High school education preferred.

Certifications and/or Licensure

  1. Vocational Secretarial Certificate preferred.
  2. Notary Public required.


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