Job summary
Executive Administrative Assistant IILocation Kansas City, MO (Valentine area)Full-Time
Job seniority: mid-to-senior level
Responsibilities
• Collects, prepares, reconciles, reviews, verifies, and/or maintains comprehensive information, data, documents, and records; ensures information accuracy and compliance with applicable standards, policies, and procedures.• Prepares and reviews budget requests; monitors budget spending, accounts, or bills; monitors fund availability; and provides status updates to departments.• Prepares, edits, proofreads, reviews, prints, processes, maintains, and/or submits correspondence, reports, records, certificates, forms, letters, pay sheets, training schedules, contracts, payroll, and other general and financial documents; ensures information accuracy and compliance with applicable laws, standards, policies, and procedures; reviews documents for accuracy before giving to Associate Vice Chancellor to sign.• Processes, monitors, reviews, and/or reconciles invoices, accounts, check requests, invoices, purchase orders, reimbursements, deposits, receipts, and IT or other tickets or requests; contacts personnel/departments/agencies via phone or email to collect payment dues, or facilitate assigned operations.• Schedules and coordinates appointments, reservations, meetings, workshops, trainings, or other events/activities; sets up conference calls and zoom meetings; creates presentations; maintains calendars; prepares meeting agendas; transcribes meeting minutes; sets up rooms/lab facilities; maintains a parking lot list of those assigned to park in the reserved lots; and coordinates with program participants and other relevant individuals.• Plans and implements events, to include preparing promotional and other materials; managing enrollment processes; coordinating with event participants, vendors, media, and other parties; and performing other operations related to planning and organizing events/orientations/programs.• Maintains and updates departmental systems or databases; updates websites and social media accounts, maintains their accuracy; and provides technical support, to include training end-users on system operation, and troubleshooting basic technical issues.• Performs customer service duties to include providing program/department information, referrals, or other services to students, staff, and other visitors; greeting and directing visitors, students, or staff to appropriate personnel/departments; and answering telephones.• Coordinates and collaborates with internal and/or external personnel, departments, and agencies, when necessary, to communicate information, serves as a liaison, provides assistance or information, represents the AVC, maintains effective working relations, and facilitates event and departmental operations.• Performs office management duties to include maintaining inventory; ordering supplies; and sorting and distributing mail.
Requirements
• Associate's degree; 2 years of experience in clerical/administrative support or related area.• Experience working in a complex office environment involving highly skilled office management work• Experience working with sophisticated calendar and data management• Experience managing incoming, phone messages, emails and departmental mail• Experience in managing multiple projects• Effective interpersonal and office management skills, including ability to establish and maintain positive working relationships with coworkers and external constituents• Experience working in a busy office with frequent interruptions• Proficiency in Microsoft Office and Adobe Suites as well as the ability to learn new software and web-based applications
Key Skills Needed
• Computer skills• Customer service skills• Attention to detail• Organizational skills• Communication skills
Benefits
• A competitive benefit package is included.
