Overview
Administrative Assistant (Part-time) Jobs in Boca Raton, FL at FirstService Residential
Position Information
Job Title
Administrative Assistant & Executive Secretary to the Superintendent/President & Governing Board
Classification Title
Rank
Tenure Information
Job Description
Under direction of the Superintendent/President, to provide administrative support and assistance to the College Superintendent/President, and to the Board of Trustees, and other committees; to record and maintain official minutes of governing board and high-level college-side shared-governance meetings; to oversee college-wide processes such as reporting, public requests, and administrative and board policies; to relieve the executives of routine office details; to provide staff assistance on a variety of matters; and to perform related duties as assigned.
Required Qualifications
Associate Degree with coursework in business, or related discipline: OR Four (4) years increasingly responsible clerical/recordkeeping or office management work, AND at least one year of responsible administrative assistant capacity supporting (a) management or executive position(s)
OR
Any combination of education and experience which would provide the required qualifications for the position.
Desirable Qualifications
Bachelors Degree
Professional training, coursework, or experience in administrative support
Three years of increasingly responsible office management or support work, at least one year of which shall have been a responsible capacity supporting a management or executive position
Community college office or academic office experience is preferred
Experience managing budgets
Demonstrated sensitivity to and understanding of the diverse academic and socio-economic, cultural, disability, and ethnic backgrounds of community college students and staff
Essential Duties
Schedules meetings and appointments and maintains calendars for the Superintendent/President, and members of the Board of Trustees for college-related activities, makes room, food and related arrangements
Maintains the Office of President website
Maintains assigned college-wide budgets such as accreditation, President’s Foundation Account, legal, and trustee elections
Screens visitors and telephone calls, refers callers to other staff or personally provides information on established program and policy issues; relays Superintendent’s directions and key information to other college staff
Screens incoming correspondence, routes as appropriate, locates and attaches pertinent materials, and composes draft responses as appropriate
Makes travel arrangements; prepares and submits expenditures for advances or reimbursement
Attends meetings such as Board of Trustees, takes and transcribes minutes
Provides a variety of staff support to board and committees
Prepares, assembles and distributes meeting agenda and information packages for Board of Trustees and Superintendent/President
Plans, coordinates, arranges and oversees special college events as directed by the Superintendent/President, including responsibility for facility arrangements, security, food and beverages, decorations, speakers, activities, entertainment, invitations, printed programs, and rehearsals
Prepares a variety of administrative and confidential materials
Maintains and updates the college’s Administrative Procedures and Board Policies working with shared-governance process to review and update college documents
Oversees accessible repository of college-wide documents and minutes for shared-governance committees, official reports, college plans, etc.
Provides staff assistance such as gathering facts and materials, researching education code citations, compiling and summarizing data in spreadsheets, processing and correlating data for assigned reports
Establishes and maintains files and/or official records for the Superintendent/President, Board, and Foundation
Researches and prepares information for closed session agenda items
Participates in shared-governance committees
Works with college, county and state officials for compliance in Board of Trustee elections, Board meetings and reporting requirements, Form 700 – Conflict of Interest, ACCJC correspondence, legal reporting, and public record requests
OTHER DUTIES:
May supervise student workers
Preferred Qualifications
Compliance Physical Characteristics
The physical abilities involved in the performance of essential duties with or without reasonable accommodations are:
Physical Demands Summary
Vision sufficient to read handwritten, typed and computer-printed documents as well as computer terminal displays throughout the day
Speech and hearing sufficient to communicate in person and by phone
Manual dexterity sufficient to use a variety of office tools and to manipulate single sheets of paper, file folders, binders and computer printouts
Motor skills sufficient to operate computer keyboard, typewriter, 10-key calculator, copy machine and telephone
Mobility sufficient to move throughout the work site
Physical ability to sit or otherwise remain stationary at work post for extended periods of time
Valid CA driver’s license
This work is generally performed indoors under general office conditions.
Salary Range
Opportunity Type
Permanent
Perm %
100
Perm Mo
12
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Title: Administrative Assistant (Part-time)
Company: FirstService Residential
Location: Boca Raton, FL
