Executive Assistant to Campus Provost

Primary Location:

2550 Bending Branch Way, Allen, Texas, 75013

We are searching for candidates that meet the required qualifications and experience and are able to perform the essential duties and responsibilities.

Job Summary:

Provide advanced administrative support for Provost office, including coordination of the daily schedule of appointments, meetings, conferences (on and off campus) and travel arrangements. Take minutes when necessary. Prepare agenda and other documents and completes tasks assigned related to a variety of meetings.

Required Qualifications:

Essential Duties and Responsibilities

• Answer inquiries and transmit instructions and recommendations on behalf of the campus provosts and in the absence of the campus provost. Represent the campus provost in communications with administrators, faculty, staff, students, public officials, and the community. Inform the campus provost of actions and recommendations on his/her behalf.
• Prepare a wide variety of forms, documents, and reports, including contracts, financial records and forms, state or county documents and reports, board and division meetings, conferences, and travel records; creates and maintains a filing system as required by law; proofreads all work to ensure accuracy, etc.
• Assist with preparation, revision, implementation, maintenance and monitoring of the division budget. Orders office supplies, equipment, and services through the appropriate purchasing system. Process numerous financial documents according to Business Office procedures.
• Assist in planning, hosting, and supporting official events.
• Monitor room use for internal and external stakeholders, adjusting access using CBORD. Communicate with stakeholders and support use of campus resources necessary for their events, courses, and other meetings.
• Use current systems to acquire needed information on students, faculty loads, facilities scheduling, and budget. Maintains confidentiality in all matters related to the executive's office, including organizational plans and human resources matters.
• Open, sort, and distribute mail and electronic communications as needed. Maintain filing system including correspondence and inventory records.
• Serve as backup and assist districtwide executive assistants as needed.
• Attend necessary training classes as required and seeks out those classes which add further support to the executive's office.
• Maintain campus information sheets and digital equivalents.
• Supervise Information Desk staff, other office personnel, and/or student assistants, including hiring, staffing, and evaluating performance of assigned staff.
• Maintain working knowledge of college policies and procedures and respond to emergency situations in a calm and professional manner.

 
Supplemental Functions

• Perform other duties as assigned.
• Perform all duties to maintain all standards in accordance with Collin College policies, procedures, and Core Values.

 
Knowledge, Skills and Abilities

• Knowledge of entry-level accounting
• Knowledge of Microsoft Word and Excel
• Knowledge of college policies and procedures
• Knowledge of Workday and Ad Astra.
• Prioritization skills
• Research skills
• Customer service skills
• Proofreading skills
• Organizational skills
• Multi-tasking skills
• Ability to pay attention to detail

 
Physical Demands, Working Conditions and Physical Effort
Sedentary Work - Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. Positions in this class typically include talking, hearing, seeing, grasping, standing, walking and repetitive motions, plus stooping, kneeling, crouching, and reaching. Relatively free from unpleasant environmental conditions or hazards. Office environment. Little physical effort required.
 
Requirements
Associate degree from an accredited institution.

Four (4) years of related experience.

One (1) year of supervisory experience.
 
Equivalency Language
An additional two (2) years of directly related experience may be substituted for the associate degree requirement.

**This position is Security Sensitive, therefore, candidates will be subject to a criminal background check.**

The above description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job a