Executive Assistant

Broward Community College
US - Florida - Hollywood
January 15, 2025

Job Profile Summary
Description
Provides administrative assistant support for a work area or group of individuals.
Responsible for document preparation; coordinating travel arrangements; maintaining calendars; filing, duplicating and distributing material, coordinating meetings including room scheduling
Responds to inquiries requiring a general understanding of work-area policies and procedures. Ensures inquiries are addressed and resolved in a timely manner
Performs data entry of contracts and class schedules for faculty. Types and coordinates class materials, including handouts, syllabi, etc.
(May) Assist(s) students with registration; add/drops etc during peak periods and throughout the term. May serve as first responder to student inquiries
Researches and gathers information for projects.
Reconciles accounting statements and reports discrepancies. Checks purchases against statements, maintains appropriate files
Budget impact affect is indirect (through record keeping, data entry, etc
Updates manuals and procedures for own area
Serves at department timekeeper
Performs other related duties as required, including work performed at lower levels, when necessary

Minimum Education:

Associate's Degree required. Bachelor's Degree preferred.
An equivalent combination of experience and education may be considered.

Minimum Experience/Training:

Five years of administrative, office, or related experience required.
Prior light bookkeeping and office management experience desirable; administrative support experience preferred.
Excellent organization and administrative skills required.
Must have the ability to communicate accurate information to vendors and relate with a highly skilled staff. The ability to multi-task is essential.
Knowledge of basic bookkeeping principles and office management best practices preferred.

Essential Functions:

Daily - 30%: Oversees and/or performs a range of diverse administrative activities for the department or organizational unit; serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the unit.
Daily - 20%: Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.
Daily - 10%: Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
Daily - 10%: Responds to inquiries requiring a general understanding of work-area policies and procedures. Ensures inquiries are addressed and resolved in a timely manner.
Daily - 5%: Sorts and distributes mail and materials within own or local offices. Distributes all incoming deliveries from UPS, FedEx, Interoffice, or any similarly delivered packages.
Daily - 10%: Provides and/or oversees support activities for the unit such as answering telephones, assisting and resolving problems and inquiries of visitors, reviewing and controlling incoming and outgoing correspondence, and following up on operational commitments.
Daily - 5%: Establishes, updates, and maintains unit's files, inventories, and records; implements and maintains data management systems, as required.
Daily - 5%: Schedules complex appointments, meetings, and travel arrangements working with multiple calendars and constituents.
Other - 5%: Performs other related duties as required.

Knowledge, Skills and Abilities:

Trains and coordinates work of lower-level, office support staff, student employees, and/or temporary staff
Ability to multi-task and oversee multiple initiatives and projects for the department/unit
Advanced computer software skills required. Easily navigates the Internet; performs searches
Requires general understanding of own work and how it impacts operations outside own work unit.
Ability to recognize needs of unit and how it impacts other areas at College and understand own role relative to all areas.
Excellent interpersonal and communication skills in order to represent the work area and the larger Broward community
Knowledge of Microsoft Office products required.

Our Culture - At Broward College, our leaders embody a culture of competence, care, character, composure, and courage. We prioritize serving each other and our students through high-quality guidance, mutual respect, resilience, and fair, thoughtful decision-making, all while upholding the values of integrity, transparency, and honesty.

Job Title
Executive Assistant

Position Number
P0046383

Job Status
Full time Regular

Department
AHCD Pathway - English, Communication

Location
South Campus

Pay Grade
414

Salary
$41,262-$47,451 (Salary rate commensurate with education and experience)

Work Shift
Second Shift

Work Schedule
Monday-Friday/Weekends/Varies

Hours Per Week
40

Posting End Date
Open Until Filled

Comments
To be considered for this position, a completed online employment application form along with a resume are required.

Designated Essential Personnel
No

FLSA Status
Non-Exempt

Position Classification
Professional Technical Staff (PTS)

Special Instructions to Applicant:

For positions requiring a degree, the official transcripts are required upon hire. An unofficial copy of the degree/transcript is acceptable during the application process and must be attached to the online application. If unable to attach the documentation, please email document to jobs@broward. edu or fax to ***, stating clearly the position name(s) and position number(s) the transcript is to be attached to.

Foreign Transcript: Transcripts issued outside of the United States require a equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the application deadline. All required documentation must be received on or before the job posting end date.

*Please note that multiple documents can be uploaded in the "Resume/CV/Transcript/License/Certification" section of the application*

Please refer to link with the instructions on how to submit an application with multiple documents. / broward. edu/jobs/_docs/tutorial_external_applicant_broward_college. pdf.

Employment is contingent upon successful completion of the required background screening process.

Broward College uses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 Form and provide documentation of your identity for employment purposes.

Broward College is an equal opportunity employer and strongly encourages applications from eligible veterans and spouses of veterans, underrepresented groups, including m.

Read the full job description and apply online on the recuiter's web-site

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