Executive Assistant
Job Type
Full-time
Summary
As the initial point-of-contact for the campus community, the Executive Assistant of the Facilities Services Department provides administrative and clerical support to the Vice President and department leadership by providing friendly, caring, and timely service, understanding and following procedures in accordance with established policies and regulations, ensuring that operations within the office are carried out with the highest level of quality, making recommendations for improvements, and developing workflow processes and procedures in accordance with SMC's mission and values. The Executive Assistant will also be responsible for recruiting, training, scheduling, and leading Facilities Services student staff while monitoring the quality of work, developing performance, and creating cross-training opportunities with the Office of Meetings, Events & Conference Services.
Essential Functions/Major Areas of Responsibilities
1. Executive Assistant to the Vice President:
A. Recruitment & Onboarding: Participates in the coordination of candidate interviews. Facilitates the onboarding process for new employees, ensuring that credentials are added to the KeyTrak, Asset Essentials and SMC Staff Portal. Onboards employees with introduction to aforementioned systems. Provides keys and security access to the work space. Request employee identification, business, and PCards when applicable. Submit IT tickets for phone lines, access to departmental files, and/or other associated technology. Coordinate with the janitorial crew to ensure that the work area is clean and operable.
B. Coordinates travel accommodations when necessary.
C. Attends Departmental and Leadership meetings. Ensures that meeting spaces are reserved, and invitations are sent, and prepares, distributes, and files Agendas and Meeting Minutes.
D. Manages the Vice President's calendar for coordination, scheduling, and availability of meetings, appointments, and community engagements.
E. Maintains confidential files and contact information ensuring that they are accurate and up to date.
F. Filters and disseminates Departmental updates, events, and notices.
2. Administrative Duties:
A. Assists the Facilities staff with work order data entry and data reporting; opens, assigns, edits, and closes work orders in the database. B. Provides classroom scheduling information to supervisors so that work can be scheduled when room is available.
C. Develops and maintains office filing systems for all departmental bills, work orders, and other departmental projects and information. Purges and stores files that are more than 5 years old.
D. Coordinates the scheduling of spaces and resources for leadership when requested. Also plans and executes departmental events (such as the staff luncheon).
E. Ensures Attendance reporting is current: records all staff sick, vacation, and other time off requests on a computerized calendar. Assists supervisors with the verification of hours worked (timeclock system) and ensures timesheets are submitted. Ensures all employee documentation (ie. medical notes) is forwarded to Human Resources as appropriate. Also assists staff with obtaining pay stub information on GaelXpress.
F. Prepares memorandums and/or campus email announcements. Assists leadership with performance evaluation process (copies, sets-up computer templates, etc.).
G. Provides support for callout vendor/contractor services such as Allied Waste, Pleasant Hill Bayshore, HVAC service, Pest Control, and Elevator repair. Follows up and ensures that work orders are written when services are ordered.
H. Maintains the office equipment, requests phone services and other technology services; and provides assistance to staff on how to use the equipment.
I. Manages the content of the Facilities Services webpages. Works closely with Facilities leadership, MarCom, and IT Services to keep the information and usefulness of the site current and accurate.
J. Assists with special projects when requested.
3. Client/Customer Service:
A. Manages the front office; answers the phones, routes incoming calls/messages to appropriate personnel, takes messages, and greets customers (students, faculty, staff), contractors, vendors, and other visitors.
B. Recruits and supervises interns and student staff; provides them with training on departmental policies and procedures and ensures they provide appropriate levels of service at the front counter.
C. Assists customers with the submission of work requests via telephone, email, or in-person utilizing the department work order system.
D. Manages the processing of SMC Fleet vehicle requests; maintains the vehicle logs, issues confirmations, ensures all drivers are on the Approved Driver List, and key distributions, ensures inspections are completed and cleanliness is maintained. Resolves reservation conflicts and finds alternative solutions when vehicles may not be available. Relays any vehicle problems reported to the Fleet Manager. Supports Director Operations & Maintenance with keeping all documents in vehicles current (i.e. accident paperwork and insurance certificate.)
E. Evaluates and redirects customer concerns, complaints, and issues as appropriate. May make decisions on behalf of Directors and supervisors when they are not immediately available.
F. Dispatches emergency work requests to the appropriate Facilities Managers and/or Directors when necessary.
G. Manages the departmental key inventory for the campus, including master key sets and classroom keys. Ensures contractors sign in and sign out at the front desk; issues and receives key sets from each contractor, daily. Issues classroom keys to instructors on a semester basis.
4. Administrative Support to the Office of Meeting, Events & Conference Services (MECS):
A. The Executive Assistant will provide administrative support to the Director and Assistant Director of Meetings, Events & Conference Services as needed, including contract processing and client relations; schedule Event Planning Meetings in accordance with established protocols.
B. Commencement: Serves on the Commencement Committee by recording meeting minutes, and action items, and schedules subcommittee meetings as needed. Send invitations, agendas, and follow-ups as needed. Provides day-of support during Grad Fair and Commencement Weekend. Provides administrative support including correspondence with graduation vendors, Committee meeting scheduling & note-taking, organization (including faculty and staff regalia), and organization, and other duties as identified.
C. Works closely with MECS leadership, MarCom, and IT Services to keep the information and usefulness of the site current and accurate.
5. Billing, Bookkeeping, Contracts and Purchasing:
A. Support with processing check requests and reimbursements for the Department.
B. Support with processing purchase requisitions for the department, routes them and files them. May input electronic requisitions for encumbrances for use with contracts and service agreements. Monitors the routing process from start to finish. Maintains current contract and service agreement vendor ledgers; monitors blanket purchase orders; recommends increases as needed.
D. Supports Facilities staff when determining whether products & supplies ordered have been received before the invoice is submitted for payment.
E. Supports Budget Manager with departmental contracts and service agreements; sends to contractor and routes for signature. Keep copies of all documents and files in appropriate places.
F. Prepares end-of-the-month vehicle pool usage mileage report and submits to the Business Office (for mileage charges); reads vehicle pool gas pump meters and prepares consumption charges & submits to the BO monthly and manages the invoicing.
6. Other Duties as Assigned
Problem Solving/Analysis (check one)
? Recurring/routine ? Uncommon variations ? Complex problems in own work area ? Complex problems spanning many areas/fields ? Unique situations w/substantial significance ? Strategic College-wide problems/issues
Give specific examples of types of problems: Advise team members about re-writing PSDs, and assess and interview administrative assistant candidates for various departments. Assists in resolving staff conflicts.
Decision Making (check one) Level of decisions:
? Limited ? Routine ? Makes decisions regarding priorities ? Makes decisions regarding programs
? Establishes objectives for department ? Initiates programs ? Strategic decisions for College
Give specific examples of types of decisions made: Determines scheduling timeline. Supervises the workflow of the student workers.
Impact of Decisions (check one)
? Limited ? Moderate ? Important ? Substantial ? Significant ? Critical ? Strategic
Give examples of impact: Ensures that emergencies are handled and directed to correct FS leadership.
Budgetary Responsibility (check one)
? Not directly involved ? Assists in developing/monitoring ? Recommends portions of larger budget
? Develops & manages formalized budget for functional area ? Develops & manages multiple formalized budgets for dept. ? Develops & manages budgets for the College
Give specific examples of budgetary responsibility: Supports the budget process
Communication/Contacts (check one)
? Exchanges info. w/supervisor or co-workers ? Exchanges info. w/students, staff, faculty, or external contacts for routine service ? Exchanges info. for service on an ongoing basis ? Communicates to provide service, and coordinate info. & collaborate; coordinates info. exchange ? Interprets tech. info. or provides tech. or prof. advice ? Persuades, influences, or leads others on strategic issues ? Negotiates major issues; plans, develops& communicates College's mission & business strategies
Give specific examples: A high level and variety of communication is necessary. Communicates with FS Leadership staff on behalf of the VP. Examples, range from budget issues to disciplinary matters with FS staff. Discretion is paramount.
Independence: (check one) Amount of guidance typically needed for carrying out responsibilities:
? frequent supervision ? periodic supervision ? minimal supervision ? guided by broad policies, precedents
? guided by in-depth knowledge of College policies & short-range plans; some guidance available ? guided by in-depth knowledge of College policies & long-range goals; independently commits College to long-range projects
Give specific examples: The position requires that day-to-day decisions be made independently.
Supervision: Does the position supervise or coordinate the work of others ? Yes ?No
If Yes, Is a ? specific function managed ? single department supervised/managed ? multiple departments supervised/managed?
Student Supervision: Describe the type of work done by student worker(s) Office support
Number of students supervised: 3+
List the titles this position is responsible for supervising or managing:
Student Workers, Direct supervision
Requirements
REQUIRED: College Degree
PREFERRED: An advanced college degree is desirable
Experience: (years required and applicable field of experience): 3 required, 5 preferred
Skills/Abilities: (e.g. computer skills, written & verbal skills, trades, laws, procedures, technical) Computer, written and verbal skills
Other Requirements: (travel, weekend/evening work)
To apply, visit https://recruiting.paylocity.com/Recruiting/Jobs/Details/2711402

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