Executive Assistant to the Vice President of Institutional Resources

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Purpose/position code/classification/level/work relationships

• Provide comprehensive administrative and executive support to the Vice President of Institutional Resources and serve as liaison between the department and internal/external stakeholders.
  
• COFIVP10010
  
• Confidential, level I
  
• Non-exempt, non-bargaining unit
  
• Reports to: Vice President of Institutional Resources
  
• Principal working relationships: Vice President of Institutional Resources, Director of Human Resources and human resources staff, CIO and IT staff, Director of Facilities and physical plant staff, Director of Accreditation and institutional effectiveness staff, finance and budget staff, faculty and staff
  

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Primary responsibilities

• Respond to faculty, staff, and general public inquiries relative to Institutional Resources.
  
• Perform comprehensive executive administrative duties for the Vice President and Institutional Resources department.
  
• Facilitate and coordinate professional development opportunities for college faculty and staff, including but not limited to workshops, training sessions, and continuing education programs.
  
• Maintain records and track participation in professional development activities and continuing education requirements.
  
• Process budget management activities including invoices, requisitions, and purchase orders for departmental purchases.
  
• Determine current status of budget on purchase requisition requests and payments prior to approval by the Vice President.
  
• Schedule internal and external events using current scheduling software systems.
  
• Coordinate and manage travel arrangements for the Institutional Resources department.
  
• Maintain confidential files and records related to human resources, facilities, technology, accreditation, professional development, and institutional effectiveness matters.
  
• Monitor and track program review timelines and grant reporting requirements.
  
• Coordinate facility scheduling and room setup requests through Sandburg�s work order systems.
  
• Manage correspondence and communications between the VP office and internal departments.
  
• Maintain and update departmental information on college websites and communication platforms.
  
• Process and maintain confidential personnel files and documentation.
  
• Coordinate departmental assessment activities and institutional effectiveness reporting.
  
• Prepare agendas and serve as recording secretary for departmental meetings.
  
• Serve as backup to the President's office for external events and scheduling systems scheduling.
  
• Serve as back up Board secretary in the absence of the Manager Presidential and Board of Trustees Services and the Executive Assistant of the Vice President of Academic Services.
  
• Other duties as assigned.
  

Assist with:* coordinating the external bidding process, including vendor communications and documentation.

• Preparing reports for third-party accrediting agencies and regulatory bodies.
  
• strategic planning initiatives.
  
• Preparing Board items and presentations as needed for Institutional Resources matters.
  
• approving daily scheduling systems notifications including room request changes and gym facility requests.
  
• managing self-help resources on the mysandburg platform for scheduling systems, purchasing, and Enterprise car rentals.
  
• coordinating cross-departmental meetings and collaborative initiatives.
  
• maintaining vendor relationships and service agreements.
  
• supporting special projects and institutional initiatives as directed.
  

Risk-management and loss-prevention activities* Maintain a working knowledge of the college’s emergency procedures and actively participate in the college risk-management program.

• Monitor conditions, events and circumstances that present risk to the college community. Intervene and/or report as specified in the college�s risk-management plan.
  

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Minimum necessary education, skills and experience

• Associate degree or 120 or college credit hours or appropriate professional certifications and 2 years of related experience required Bachelor's degree preferred.
  
• Experience with event or training organization and implementation preferred.
  
• Working knowledge of computer systems and software, including spreadsheets, word processing, database management, scheduling systems (Astra), and web page management.
  
• Experience with budget management, purchasing processes, and contract administration preferred.
  
• The ability to communicate successfully with clients of all ages, socio-economic status, sex, or race.
  
• Must be able to exhibit a high-level capacity to maintain confidentiality of college information and data.
  
• Excellent oral and written communication skills with strong attention to detail.
  
• Ability to work independently and manage multiple priorities in a fast-paced environment.
  
• Spanish or French proficiency preferred.
  

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Physical requirements to perform job functions

• Basic dexterity skills (computer work, telephone, and other office equipment).
  
• Must have visual and hearing capabilities with/without correction.
  
• Ability to communicate effectively with faculty, staff, and external stakeholders.
  
• General physical effort required includes sitting, bending, reaching and some lifting (20 lbs. or less) and the ability to place a work order for anything over that limit.