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Administrative Assistant to the President

Coordinates the daily operations of the college president’s office performing a variety of administrative duties and providing administrative support to the college president and board of trustees. This individual also functions as the recording secretary to the board of trustees and as election officer for the biennial board of trustee elections.

PRIMARY DUTIES AND RESPONSIBILITIES*

Schedules appointments and maintains calendar for the college president, prepares conference registration forms, makes travel arrangements for the president, board members, and others in the president’s office as needed or requested, coordinates arrangements for business and social functions of the president and the board of trustees

Sets up and maintains departmental hard copy or computerized files, determines appropriate methods for storing and retrieving information for record keeping and reporting, and collects, complies, or tabulates data for administrative and governmental reports and record-keeping systems

Schedules meetings as requested – coordinates details, notifies attendees, types and/or prepares and distributes meeting materials, and when requested attends meetings to take and transcribe minutes

Maintains schedule for use of board room including rental fees as appropriate

Functions as recording secretary to college administrative team (CAT) – prepares agenda and meeting packets, attends meetings to take and transcribe minutes, maintains and updates minute books, distributes approved minutes to college community

Interacts with college employees, students, board members, or outside contacts to provide information, solve routine problems, or otherwise respond to requests, represents the college president where appropriate within the college community as well as with external agencies

Functions as recording secretary for the board of trustees – assists in preparing agendas, prepares and mails board packages, coordinates details for meetings and other functions, attends meetings to take and transcribe minutes, maintains and updates minute books, etc. Makes travel arrangements as requested and prepares expense reports for board members, including regular mileage reimbursement records and reports.

Updates phone call assignments and contact information for emergency college closings

Functions as election officer for biennial election of the board of trustees – communicates with legal counsel for direction and preparation of required documents and communicates with constituent school districts for coordinating the election process including ballot printing and distribution

Prepares outgoing mail, sorts/distributes incoming mail, and takes messages for the president and other members of the president’s office suite as needed

Conducts research, composes original correspondence, and prepares letters, memos, reports, forms, charts, or other documents from oral instructions or notes

Receives guests and serves as host/hostess for official functions of the president’s office

Provides notary public services for the college community

Performs other related tasks as required

SUPERVISION – Works under the general supervision of the college president.

MINIMUM QUALIFICATIONS

  • Bachelor’s degree or comparable level of post-secondary training and education
  • Three to five years of administrative assistant experience, or combination of education and experience commensurate with the requirements of this position
  • Proficiency using computers to collect, sort, save, and store information and the ability to learn and use a variety of personal computer software
  • 45 wpm typing
  • Ability to prepare minutes accurately and in a format easily understood
  • Ability to relate personably and professionally with the varied and diverse visitors, guests, students, staff, state and federal officials, and other clientele of the president’s office and the board

JOB DIMENSIONS – Analysis, Judgment, Planning and Organizing, Sensitivity, Stress Tolerance, Impact, Teamwork, Attention to Detail, Work Standards, Initiative, Informal Communications, Formal Communications, Written Communication, Dependability, Commitment to the College

02/12

Kirtland Community College is an equal opportunity employer


* This job description is intended to describe the type and level of work being performed by a person in this position. It is not an exhaustive list of all duties and responsibilities required by a person so classified.