Kirtland Community College, located near Roscommon, Michigan, is seeking qualified applicants for the position of Administrative Assistant to the President. The individual in this position 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 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 president, board members, and others in 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; collects, compiles, 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 minutes book; 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, takes and transcribes meeting minutes, maintains and updates minute’s books, etc. Makes travel arrangements as requested and prepares expense reports, 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 and sorts and distributes incoming mail and takes messages for the president and other members of the president’s suite as needed.
- Conducts research, composes original correspondence; prepares letters, memos, reports, forms, charts, or other documents from oral instructions or notes.
- Receives guests and serves as a 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 ability to learn and use a variety of personal computer software
- 45 wpm accurate keyboarding
- Ability to prepare minutes accurately 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
SALARY - This is a full-time, classified support position with a 2011-12 hourly range of $13.99-$20.11 commensurate with education and experience. Full fringe benefit package
STARTING DATE - March, 2012
APPLICATION DEADLINE - Applications will be accepted until February 17, 2012.
The following items must be on file in order for your application to be complete:
- Cover letter
- Resume
- Three reference letters
- Completed pre-employment skills testing (click on this link for testing information)
- Unofficial copy of college transcripts
Send cover letter, resume, copies of transcripts and credentials, and three professional reference letters to:
Human Resources Department
Kirtland Community College
10775 N. St. Helen Road
Roscommon, MI 48653
989-275-5000, ext. 239 or 271
Fax: 989-275-8210
An equal opportunity employer
For further information please contact: Kathy Barber
