Assistant to the President's Office

Campus

Title: Assistant to the President’s Office

 

Date: August 2024

 

FLSA Status: Nonexempt

 

Reports to: Director of the Office of the President and Secretary to the Board

 

Start Date: October 21, 2024

 

Job Summary: Under general supervision of the director of the Office of the President, perform a variety of complex, responsible, and confidential duties requiring knowledge of policies and procedures and complete related work as required. Provide support for the Cottey Travel Program, working in collaboration with the Marketing Department.

 

Duties and Responsibilities:

· Assist in the completion of correspondence by preparing drafts using a standard format, revise and prepare final documents, and proofread written communications; coordinate the preparation and mailing of various projects.

· Utilize Jenzabar to maintain databases for employees, retirees, and friends of the College.

· As directed, assist with arrangements for President’s travel.

· Assist with scheduling and maintaining the President’s calendar.

· Pay bills relating to expenditures in the Office of the President; maintain budget record-keeping.

· Assist with campus events.

· Support the use of Passageways Onboard.

· Assist with preparations for Cottey College Board of Trustees meetings.

· Support the use of remote meeting services.

· Prepare appropriate paperwork for various functions of the office: Physical Plant work orders, Dining Services special function request forms, facility request forms, and paperwork for expenditures (purchase requisitions, expense vouchers, travel authorization forms, etc.).

· Assist with establishment, maintenance, and retrieval of permanent files.

· Monitor inventory of office supplies and order and maintain adequate inventory.

· Available in the Office of the President when the director of the Office of the President is absent.

· Perform a variety of tasks/back up to the Institutional Advancement operation and other areas, as needed.

· Greet and welcome visitors to the office with appropriate hospitality.

· Answer telephone, provide information/assistance or route callers to appropriate staff member, and take accurate and complete telephone messages when necessary.

· Open, date stamp, sort, and distribute mail.

· Perform duties for physical office maintenance.

 

Cottey Travel Program assistance:

· Respond to trip-related questions.

· Collect waivers and trip documents from participants.

· Follow up with participants to address any additional needs.

· Assist in building customized itineraries for each participant.

 

Knowledge, Skills, and Abilities:

· Ability to utilize various computer programs such as Jenzabar, Excel, Microsoft Word to include mail merges, PowerPoint, Outlook calendar and e-mail, Internet research, and Zoom.

· Ability to learn and adapt quickly to new technologies.

· Ability to operate and occasionally provide limited service for various office equipment such as copiers, computers, and peripherals.

· Knowledge of correct English usage and basic mathematics.

· Knowledge of modern office methods, procedures, equipment, and filing systems.

· Knowledge of modern business communication such as formatting letters, memoranda, minutes, and reports.

· Ability to proofread.

· Knowledge of record-keeping principles and procedures.

· Ability to work effectively with others.

· Ability to follow oral and written directions in a dependable manner.

· Ability to learn rapidly and master, interpret, and apply organizational policies.

· Ability to type accurately and proficiently.

· Ability to communicate tactfully and effectively with others through oral and written form.

· Ability to prioritize and work independently.

· Ability to compile and maintain records/files and to prepare reports and work with deadlines.

· Ability to resolve problems.

· Ability to exercise discretion, independent judgment, and confidentiality.

 

Minimum Credentials and Experience:

· Two years of previous clerical experience.

 

Preferred Experience:

 

· B.A. or B.S. degree.

 

Special Requirements:

 

· Possession of a valid driver's license and a willingness to occasionally utilize personal vehicle as needed in connection with employment.

· The President’s Office oversees all campus events; thus, this position may occasionally be asked to work after hours or on the weekend.