Job Posting

Compensation: $43,000.00, commensurate with qualifications and experience.

Employment Type: Regular

Scheduled Weekly Hours: 40

Grade: E09

Department: Academic Administration

Position Summary: Under the direct supervision of the Vice President of Instruction and Student Services, the Executive Administrative Assistant provides high-level administrative support, ensuring the efficient operation of the Vice President's office and effective communication within the division and across the college. This role requires exceptional organizational skills, discretion, and the ability to manage complex tasks with strict confidentiality, including sensitive information related to student and personnel affairs and academic matters. The ideal candidate will also be able to manage multiple time sensitive projects/tasks with competing deadlines.

Duties & Responsibilities

Essential Job Functions

• Provides a variety of administrative and confidential support to the Vice President, including managing active complex schedules/calendars, making travel arrangements, greeting and directing visitors, handling phone calls, email, and managing materials related to their representative roles at the local and state level.
• Screens and handles administrative issues and inquiries as appropriate.
• Serves as the point of contact for issues regarding instruction and student services directed to the office by College and community constituencies.
• Independently researches and prioritizes incoming issues and determines appropriate actions, referrals, and/or responses.
• Receives, screens, evaluates, and determines appropriate responses to selected written correspondence. Prepares and drafts responses for the Vice President.
• Coordinates with the Executive Administrative Assistant to the President for various items and responsibilities.
• Orders and maintains office supplies, manages inventory, and processes purchasing requisitions through Workday enterprise platform.
• Manages budgets assigned to the office, including establishing or recommending budget allocations, reviewing revised and final budgets, creating requisition for purchase orders, managing receipt of purchases, and providing up-to-date information regarding each account.
• Handles all information and communications with the utmost confidentiality and discretion, particularly concerning student records, personnel matters, and strategic initiatives.
• Manages sensitive data and documents securely, ensuring compliance with college policies and relevant regulations (e.g., FERPA).
• Other duties as assigned.

Committee & Meeting Management

• Prepares agendas and necessary materials for board committee meetings, and other internal/external meetings as directed.
• Attends and accurately record minutes for board committee meetings and other assigned meetings.
• Ensures all meeting minutes are transcribed, reviewed, and distributed in a timely and accurate manner, adhering to college policies.
• Follows up on action items from meetings to ensure timely completion by relevant parties.
• Manages special programs and coordinates key special events for the office principal, many of which may have College-wide impact.
• Gathers, investigates, researches, analyzes, and studies information affecting College-wide, intradepartmental, or interdepartmental operations.
• Collects data, performs analytic and query work, compiles reports based on data, prepares regular and special reports, and proposals as needed.
• Coordinates the disposition and/or resolution of individual problems and disputes involving faculty, staff, students, and/or members of the general public.
• Helps in understanding and interpreting College policies and procedures. Ensures that office operations comply with policy provisions and standards.
• Participates in various committees and professional/community organizations.
• Coordinates with other executive administrative and support staff to ensure the efficient execution of day-to-day activities. This includes helping prioritize and assign work, censuring staff training, maintaining a healthy and safe working environment, and making hiring, termination, and disciplinary recommendations.
• Maintains electronic and hard-copy administrative and confidential files, contract agreements, and MOU files. Creates and maintains lists of files and databases to enhance efficiency and productivity.

Cross-Departmental Liaison

• Serves as a point of contact for internal departments, students, faculty, and external stakeholders, representing the Vice President's office professionally.
• Facilitates communication and collaboration between the Vice President's office and various academic departments, student services offices, and satellite campuses.
• Assists with special projects and initiatives as assigned by the Vice President.

Required Knowledge, Skills, and Abilities

• Excellent customer service skills.
• Knowledge in principles and practices of office administration.
• Exceptional organizational skills, attention to detail, and the ability to manage multiple priorities simultaneously.
• Proficient in the use of office equipment and various computer software applications including Microsoft Office Suite including Excel, simple databases, and Cloud-based platforms (e.g. Workday).
• Excellent oral and written communication skills.
• Ability to do basic accounting and manage budgets within a cloud-based platform.
• Ability to compose memos and letters.
• Ability to transcribe and take notes.
• Ability to work independently, exercise judgement, and maintain confidentiality.
• Ability to effectively manage multiple tasks and responsibilities.
• Skill in employee supervision.
• Strong organizational skills.
• Detail oriented.

Work Environment and Physical Factors

• Exerting up to 50 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. The worker sits most of the time.
• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading and visual inspection.
• The worker is not substantially exposed to adverse environmental conditions.

Education and Experience

Minimum Qualifications

• Associates degree from an accredited institution is required or an equivalent level of workforce experience may be accepted.
• At least 3 years of administrative experience is required.

Preferred Qualifications

• Bachelor's Degree from an accredited institution is preferred.
• At least 3 years of administrative experience in higher education is preferred.

The above statements are intended to describe the general nature and level of work performed by employees assigned to this position. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications. Luna Community College management reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.

As a part of your application, upload letter of interest, current resume, and official documentation confirming education.

EEO STATEMENT: LCC is an equal opportunity employer.