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Executive Assistant to the President

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Weatherford College

Job Description

Requisition Number S0033414
Position Title Executive Assistant to the President
Position Number PD0017714
Department President's Office
Campus Main Campus [10]
Type Full Time Staff
FLSA Non-Exempt
Full-time/ Part-time Full-time
Term 12-month
Pay Grade 8
Pay Grade Minimum $22.00 - $31.66
Proposed Start Date 09/09/2024
Is Grant Funded? No
Position Summary Information

 

Job Description Summary
Performs a wide variety of secretarial services. Keeps official college records, executes administrative policies and procedures as determined by the President or in conjunction with Board members and other officials. Assists with special projects and events, represents the College at public, social, and business gatherings.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Required Education
Associate’s degree
Preferred Education
Bachelor’s degree or higher
Required Experience
3 years experience in an executive office environment
Preferred Experience
5 years experience in an executive office environment
Essential Duties and Responsibilities

President’s Office
    • Greets visitors, answers and screens phone calls; routes calls or answers questions and directs general complaints and information requests to the appropriate department or administrative personnel.
    • Maintains appointment calendars arranges travel and meeting reservations and arrangements for the President when necessary.
    • Composes and sends correspondence, reviews, and routes incoming mail, coordinates documents for signature, and other administrative and clerical duties as required.
    • Responsible for scheduling and preparing necessary materials for the Cabinet, Dean’s Council, and President’s Council Meetings as required by college procedures. Records and prepares minutes for each. Assists with other meetings that arise as directed by the President.
    • Processes purchasing requisitions, expense reports, journal entries, and other necessary financial documents and maintains a yearly budget for the Office of the President and General Institution.
    • Orders and maintains supplies necessary for the Office of the President.
    • Manages and schedules the use of the Conference Room in the Kinglsey Administrative Building.
    • Ensures guests are provided a hospitable environment during meetings and events.
    • Prepares and takes down rooms used for meetings and events. .
    • Notarizes, witnesses, and files documents as needed.
    • At the direction of the College President, files legal documents and reports with governmental agencies.

 


Board of Trustees
  • Coordinates for board meetings, which includes: Preparation and posting of board meeting agendas in compliance with the 72-hour posting requirement (BD Legal Policy), compiling a board packet, and assisting with board documents and records for board members and designated staff.
  • Attends, records, and prepares minutes of board meetings, and is designated as Custodian of the Board of Trustee’s documents and records.
  • At the direction of the President, communicates with the board members for necessary signatures, meeting information, and event coordination. On behalf of the Board, receives calls and correspondence regarding the Board.
  • Coordinates registration and travel arrangements for necessary training and events.
  • Processes purchasing requisitions, expense reports, journal entries, and other necessary financial documents and maintains a yearly budget for the Board. Orders and maintains supplies necessary for the Board.
  • At the direction of the President, gives notice of and records required board member training.
  • Assists with the election process and records all election information.
  • Assists board officers and with updated policies and procedures from accrediting and government organizations.
  • Notarizes, witnesses, and files documents as needed.
  • Other duties as assigned.

Institutional Advancement and Development Foundation Board
  • Assists with special events and in greeting the public.
  • Assists with public relations and advancement initiatives.
  • In addition to and in the absence of the Executive Assistant to Vice President Institutional Advancement: Prepares packets of information for Foundation Board and various committees; attends, records, and prepares minutes of meetings; assists in preparation and planning for College events; answers telephones and covers all other administrative and clerical duties as needed.
  • Other duties as assigned.
Knowledge, Skills and Abilities
Ability to treat all persons with respect, dignity and justice, without discrimination based upon age, sex, race, color, religion, national origin, disability, veteran status, genetic information, sexual orientation or gender identity; ability to exercise the highest professional and ethical standards in the use of College time and resources and observe the stated policies and procedures of the College; ability to read, analyze and interpret common scientific and technical journals, financial reports and legal documents; ability to respond to common inquiries or complaints from customers, regulatory agencies or members of the business community; and, ability to effectively present information to various groups if necessary.
Supervisory Responsibilities  
Certificates, Licenses, Registrations Texas Notary Public
Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Activity Walk
Frequency Frequent
Task Walking to various locations on campus
Activity Sit
Frequency Constant
Task Sitting at a desk to perform job duties
Activity Lift up to 20 lbs
Frequency Occasional
Task Lifting/moving supplies
Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Work is performed in office settings and off campus settings. Ability to tolerate varying stress levels. Weatherford College does not allow the use of tobacco products in any of its buildings.

Condition Use of video display terminal
Example of condition
Using a computer to perform job duties
Posting Detail Information

 

Close Date  
Open Until Filled Yes
Special Instructions to Applicants
This position is designated as a security sensitive position and requires a satisfactory criminal history background check.
Males between the ages of 18 through 25 must be properly registered with the Selective Service System to be eligible for employment.
Weatherford College does not participate in the federal Social Security program. As a result, employees/retirees of the college are subject to the federal Windfall Elimination Provision (WEP) and possibly the Government Pension Offset (GPO) laws. For information on the WEP and the GPO, visit the Social Security Administration’s website at http://www.ssa.gov/gpo-wep.
Weatherford College is an Equal Opportunity institution that provides educational and employment opportunities on the basis of merit and without discrimination regardless of age, sex, race, color, religion, national origin, disability, veteran status, genetic information, sexual orientation or gender identity.

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