Executive Assistant - Office & Admin Specialist Principal

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Working Title:

Executive Assistant - Office & Admin Specialist Principal

Institution:

Hennepin Technical College

Classification Title:

Office & Admin Specialist Prin

Bargaining Unit / Union:

217: Commissioner's Plan - Confidential

City:

Brooklyn Park

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$21.55 - $30.70

Job Description

Reporting to the Vice President of Administration and Finance and the Vice President of Human Resources, the Executive Assistant (EA) is responsible for providing high-level, complex organizational and administrative support in a confidential manner to senior, cabinet-level (c-suite) executives. Will include monitoring/auditing/requesting updates to employee and finance data, preparing reports and process improvement.

The EA provides professional support for designated activities and assists in managing special projects. The EA requires keen interpersonal skills and exceptional judgement to facilitate collaboration and communication among diverse groups. The EA will act as liaison with internal colleagues and external partners while promoting a culture of inclusion and responsiveness through customer-centric support.

RESPONSIBILITIES AND RESULTS

1. Serve as a key communication link representing the HR/Finance Vice Presidents with internal and external groups. Analyze issues that arise from internal customers, gather needed information, and engage in discussions with internal customers to reach resolution of issues. Provide executive-level support to the Vice President of Administration and Finance and the Vice President of Human Resources. Specific duties include:

• Apply knowledge of Hennepin Technical College and Minnesota State policies and procedures to the operation of the Vice Presidents’ areas of responsibility. Collect relevant data, research situations that fall outside of existing procedures, and make recommendations for action.
• Monitor progress toward meeting annual goals and strategic directions by managing data, reports and records;
• Develop, implement and maintain office procedures and work systems to maintain effective office operations, resolve existing problems and respond to new systems or policies
• Draft, develop, and track communications including memos, letters, reports, and presentations;
• Manage calendars, schedule meetings and prepare agendas and other materials including meeting minutes;
• Manage travel and budget requests, purchasing, and financial processes including coordination, monitoring, recommending, purchasing, processing, training and assistance to other staff members;
• Establish policies, processes, and procedures to ensure efficiency and effectiveness by evaluating needs and existing systems, and making modifications and improvements as needed.
• Serve as a resource to the management team for labor relations information used in collective bargaining; process the VP of Human Resources grievance responses in accordance with the contractual provisions; provide assistance with information for use in the development of a strike plan; and record and transcribe administrative meetings/conversation of a confidential/legal nature.
• May participate in strategic planning, work planning and in strategy development for bargaining issues affecting the labor negotiation process and negotiations/administration of plans and contracts.
• Assist in reviewing written proposals to be presented to the union as part of the collective bargaining process.
• Review union proposals when asked and provide observations.
• Support VP of Human Resources with investigation and maintain privacy and data practice requirements.

Priority: Essential Percent of Time: 35%

2. Collect and analyze data for fiscal, HR, administrative, payroll and other reports; adjust and correct errors to avoid potential data problems.

• Act as a liaison between service center HRSC, approving supervisor, Sr. Accounting Supervisor, HR and impacted employees on appointment, workload entry and compensation corrections.
• Audit biweekly campus payroll reports.
• Provide compensation review for over and under payments for current and former employees, working through errors and resolution steps as necessary.
• Provide support to HR and Finance teams including troubleshooting, analyzing, identifying, and correcting technical problems and deficiencies within data parameters.
• Create repor