Executive Administrative Assistant, Corporate & Continuing Education
Requisition #: 2017  -  1490
Posting Date: 1/5/2017
Location: Any Campus
Appointment Period:
Contracts for regular positions are renewable each June 30th after successful completion of probationary period.(Unless otherwise specified)

The person in this full-time position provides administrative support to the Vice President of Corporate & Continuing Education and assists in the coordination and administration of the division’s activities. This person works under limited supervision and must exercise initiative and independent judgment in setting priorities and carrying out all assignments. This individual must be able to work effectively with individuals at all levels within the college and also serve as liaison with a variety of groups outside the college; students, parents, business leaders, community leaders, board members, college presidents and elected officials.  These contacts require tact, discretion, and diplomacy.  Excellent public relation skills are a must and projection of a positive image for GTCC is required at all times.  A sense of cooperation, cohesiveness, and teamwork needs to be fostered to allow the Vice President of Corporate & Continuing Educations office to run effectively on a day-to-day basis.

Essential Duties/Functions:

* Schedule and plan meetings, conferences, receptions, and other functions for internal and external committees or groups.

* Maintain Calendar for Vice President.

* Prepare correspondence for Vice President as needed.

* Organize and maintain files for ready access.

* Keep annual and sick leave for the direct reports to the Vice President.

* Make travel arrangements, process travel requests and reimbursements for VP

* Record meeting minutes

* Prepare presentation materials

* Ensure all documents that require VP’s signature are promptly signed and returned to appropriate departments.

* Demonstrate and model the College’s employability skills; adaptability, communication, information processing, problem solving, responsibility and teamwork.

Educational & Certification Requirements:

Associates Degree in Secretarial Science/Office Technology or other college degree preferred; High School diplomas will be considered with experience. 

Knowledge, Skills, Abilities & Professional Experience:

* Ability to create, correct and format documents and communications via email.  Work experience with word processing, database software, spreadsheets, presentation and communications software.  Willingness to be continually updated in these skills. 

* Ability to work independently with limited supervision 

* Demonstrate initiative in upgrading skills with professional development opportunities

* Ability to handle paperwork and confidential information with discretion and sensitivity 

* Strong organizational skills and deadline management with the ability to prioritize projects and tasks

* Ability to work efficiently and calmly under pressure

* Good verbal skills and personable manner in dealing with the public in person and on the phone

* Ability to compose correspondence with good punctuation and grammar

* Good proof reading skills

* Ability to communicate effectively both orally and in written form

* Punctuality

* Flexibility

* Neat, professional appearance 

* Proficient computer skills

* Accuracy and attention to detail is a must

* Strong organizational skills and deadline management with the ability to prioritize projects and tasks

* Ability to organize and maintain files for ready access

* Must be flexible

* Must be willing to work flexible schedules as needed.  Will be in constant contact with public at all times.  

* Possess sufficient knowledge about the function and operation of other divisions and centers of the college    so as to answer inquiries accurately or refer them to the proper officials; focus on college’s ongoing initiatives and goals that promote the success of all college activities.

Departmental/Job Specific Requirements:

The Executive Administrative Assistant to the VP of Corporate & Continuing Education will assist the VP and their direct reports ensuring the smooth operation of the office including implementation of GTCC policies, meeting of deadlines, and maintaining records.

Upon employment and within first 30 days of hire, must complete the following college training matrix but not limited to:  Discrimination & Anti-Harassment; Personal Information Protection (PIP); Ethics, and “Shooter on Campus.” Annual refreshers are required thereafter.

Working Conditions:

* Ability to work rapidly and accurately with close attention to detail under minimum supervision; Physical requirements include periods of sitting as well as standing, climbing, lifting, pulling/pushing and carrying up to 20 pounds.

Additional Duties & Responsibilities:

* Serve on college committees and focus groups.

* Perform all other duties as may be assigned by supervisor.

**All GTCC job descriptions reflect duties and responsibilities of the particular job and are subject to change with limited notice.

Application Deadline:

  Open until an adequate pool of applicants is received
How to Apply:
A GTCC application must be submitted in order to be considered. Resumes will not be accepted in lieu of completing an application form. When applying for a position that requires a degree, copies of unofficial transcripts must be attached to a completed application.

*If your education credentials are from a country outside of the United States & if you are extended an offer of employment you will be required to submit a translation/evaluation of your transcript.

Application for Evaluation is available:
  1. By clicking the Login link at the bottom of the screen.
  Or, if you are logged in
  2. By clicking the Review & Submit Application button at the bottom of the screen.

As an Equal Opportunity Employer, GTCC is strongly committed to diversity & welcomes applications from all qualified candidates, particularly minorities and faculty under-represented in higher education. EOE

Applicants must be immediately eligible to work legally in the United Sates at the time of application. Guilford Technical Community College does not sponsor any VISAs.
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