Assistant to Vice President

Company: Clark State College
Location: Springfield
Posted on: February 22, 2021

Job Description:

Clark State Community College serves more than 6,500 students throughout the College's four campus locations in Springfield, Beavercreek and Bellefontaine, and Xenia Ohio as well as our extensive offering of online classes. This position is a confidential assistant who reports to the Vice President of Student Affairs.--This individual serves as the primary link for all duties assigned to other administrators by the Vice President; builds relationships with all constituent groups to ensure openness with the Vice President and the office itself; relieve the Vice President of administrative-type functions in order to increase the time available for executive-level responsibilities and planning; and relies on experience and judgement to plan and accomplish goals and to ensure that timelines are met.--This individual has some discretion in organizing the Vice President's schedule. Duties & Responsibilities:Manages the Office of the Vice President to ensure maximum productivity, effectiveness, and efficiency* Maintains the confidentiality of the office* Office organization* Meetings scheduler* Purchases materials and supplies* Handles first line student, staff, and community complaints as needed* Communication link to all college constituents* Maintain records retention efforts and manages full-compliance for the Vice President of Student Affairs* Analyzes Vice President of Student Affairs office expenditures to ensure budget complianceProvides administrative support to the Vice President* Coordinates communication and monitors and/or follows up on activities for the Vice President* Create and maintain distribution lists* Assist with monthly reports* Attends meetings; records, prepares and distributed minutes* Coordinates Vice President's travel arrangements and appropriate reimbursements* Coordinates the Vice President's calendar and appointment schedulingServes as a liaison to the internal College community: division-wide* Assist with creating and/or coordinating events, communications and presentations* Assist with graduation planning and work with the Records office to provide assistance with the ceremony* Create written, oral and electronic communications from the Vice President's office to Student Affairs staff* Monitors all activities assigned by the Vice President to staffServes as a liaison to the external community:* Is the initial point of contact with the Vice President's office* Create written, oral and electronic communications from the Vice President's office to various community groups, students, parents public and private schools, and community service agencies* Provides administrative support for and serves as liaison to committees/teams led by the Vice President* Coordinate communication and monitor and/or follows up on activities of the above individuals or groups* Creative authority on all written documents and presentation materials* Attends meetings; records, prepares and distributes minutes* Plan and organizes special eventsProvides backup support to the deans and directors in the Student Affairs divisionAssists the process with Strategic Enrollment Management PlanningCompletion/Retention/Student Success; Customer Service/Service Standards/Training; and Assessment/Data gathering.All other duties assigned by the Vice PresidentQualifications:* High school graduate or GED equivalent; associate's degree in executive secretarial studies or related field preferred* Minimum of five years executive secretarial experience with progressively increasing office management responsibilities (or formal secretarial education)* High degree of sensitivity, personal integrity and discretion required for work involving access to personal and confidential information; high degree of initiative and self-direction* Ability to accommodate demanding workload with diverse areas of involvement; proven ability to multi-task within busy environment* Excellent human relations skills; ability to positively interact with officials within the higher education system, the community, our students and staff* Excellent verbal and written communication skills* Ability to problem solve* Willingness to learn and to adapt to change* Advanced technical skills, including the ability to type 70 nwpm; proficiency in various word processing, spreadsheet and presentation software packages; proofreading; mathematics; and record-keeping* Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.--Ability to write routine reports and correspondence.--Ability to speak effectively before groups of customers or employees of organization.* Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.--Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.Clark State Community College--serves more than 6,500 students throughout the College's four campus locations in Springfield, Beavercreek and Bellefontaine, and Xenia Ohio as well as our extensive offering of online classes.To apply for this position, please submit a cover letter, resume/vitae formatted in PDF or Microsoft Word, copies of transcripts, and Clark State application to jobs@clarkstate.edu.--Reference the position title in the first line of the cover letter. Women and minorities are encouraged to apply. EOE/AA

Keywords: Clark State College, Springfield , Assistant to Vice President, Executive , Springfield, Ohio