Executive Assistant II - President's Office

At Amarillo College, our mission is: ​Transforming our community and economy through learning, innovation, and achievement. ​Every team member, regardless of job title or duties, is responsible first and foremost, for assisting students in every way.

This is an exciting time to work for Amarillo College! We are seeking our next Full-Time Executive Assistant II - President's Office who will be all-in on our mission and who will provide high-level administrative support by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings as required.

Requirements

EDUCATION

Required: Associate's Degree.

Preferred: Bachelor's Degree.

EXPERIENCE

Required: 4 years of experience an advanced office setting, providing support at a high level.

Preferred: 5 years of experience an advanced office setting, providing support at a high level.

JOB DUTIES & RESPONSIBILITIES

• Answer and make phone calls, receive and screen visitors, and receive, sort and distribute mail. Open, sort, read, and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
• Perform work in a high traffic area with continual interruptions.
• Assist with supervising the front office area(s), assist faculty, students and administrative personnel, and supervise, train and schedule part-time employees and student workers as needed.
• Create, schedule, and maintain calendars/appointments as needed.
• Establish and maintain various records management systems, confidential documents, records, reports and files in an organized and accessible manner utilizing proper sorting and/or filing techniques and records retention policies/schedules.
• Compose difficult to advanced correspondence, letters, memos, reports, and other written communication materials for a variety of audiences, using correct spelling, grammar, punctuation, composition, text editing, and proofreading skills.
• Organize and coordinate logistics for committee, board, and other meetings, including preparing agendas.
• Prepare budget documents and reports.
• Plan and monitor the use of expenditures to meet organizational objectives and compliance.
• Coordinate purchases of equipment and/or supplies to recommend items for departments and budgets.
• Coordinate, compile and maintain travel arrangements, itineraries, travel expense reports and other relevant travel records for supervisor and/or other members of the department.
• Create and generate reports in Excel, Access, Colleague and/or Business Objects.
• Maintain various state and federal reports.
• Research questions and make appropriate contacts for problem solving, including drawing information from multiple sources as required to complete assigned tasks and projects.
• Build and maintain relationships with faculty and administrative personnel in various capacities throughout the College.
• As an Amarillo College employee, seek knowledge of and pledge to actively engage in a culture of caring striving to serve students, peers and the community by embracing the AC Core Values: Wow, Family, Fun, Innovation, and Yes!

KNOWLEDGE, SKILLS & ABILITIES

• Strong attention to detail.
• Ability to analyze policies, procedures and directives to form solid recommendations.
• Ability to read, understand and explain complex and detailed documents.
• Ability to take initiatives, work independently and complete projects without detailed instructions.
• Current Microsoft Word, Access, Outlook, Excel and PowerPoint skills.
• Efficient organizational and task prioritization skills.
• Exceptional interpersonal, verbal, and written communication skills to convey information effectively.
• Ability to be flexible in adapting to changes in priorities, assignments, and other interruptions which may impact pre-established timelines for completing assignments.
• Ability to cultivate relationships built on trust and confidentiality with a diverse population. 
• Ability to maintain a high level of professionalism at all times, especially when dealing with resistance or hostility. 
• Ability to provide an exemplary level of customer service to all internal, external customers, vendors, community leaders, etc. 
• Ability to demonstrate a strong work ethic with the ability to exercise good judgment and compose various reports/evaluations in a timely fashion. 
• Ability to make solid recommendations, have strong attention to detail, good organizational skills, and ability to work under pressure to meet stringent deadlines. 
• Ability interact with all levels of departmental personnel, community, and management.
• Ability to maintain a commitment to discretion and confidentiality concerning sensitive information.

Notice: Applicants selected for employment will be required to undergo a pre-employment criminal history background check and possibly a pre-employment drug test.

Salary: Amarillo College Pay Grades, Pay grade (12) (salary is determined by Human Resources based on education, work experience and internal comparisons).

Physical Demands: While performing the duties of this job, the employee is frequently required to travel between offices and buildings, and requires the ability to lift, carry, push, pull and/or maneuver office supplies as needed.

Working Conditions: Must be willing to work a flexible schedule (days, nights, weekends, holidays, and varying events if necessary.)

Work Environment: This position operates in a professional office environment, routinely uses standard office equipment (i.e. computers, phones, copy and fax machines, filing cabinets) and is in a high traffic area with continual interruptions. Software commonly used includes Microsoft Office, Colleague, and various other educational applications. Work may also be performed outside of the office and with little to no supervision.

Commitment Statement: Amarillo College is dedicated to building a workforce that embraces a wide range of backgrounds and experiences, fostering a culturally aware team at every organizational level. Our goal is a faculty and staff that mirrors the distinctiveness of our community and is continually enhancing their skills and knowledge to better serve our entire student population.

Promotional Opportunity Policy: Under the Amarillo College Promotional Opportunity Policy, only current appointed or part-time non-appointed employees will be considered for a position during the first five (5) working days from notice or posting.

Benefits

Amarillo College offers benefit packages, including medical, dental, vision, life, and disability coverages available through ERS. Amarillo College provides (at no cost to the employee) a long-term disability policy. In addition to retirement savings through Teachers Retirement System - TRS (pension plan) or Optional Retirement Plan -ORP (403b), the college offers the AC Benefit Plan - additional 403(b) with a generous matching contribution. Amarillo College Employees and their dependents are eligible for reduced or free tuition for Amarillo College courses. Employees have free access to the fitness center located on the Washington Street Campus. We also offer a generous holiday schedule, Amarillo College - Amarillo College Schedule and Holidays (actx.edu)