Overview
Administrative Specialist – School of Health Professions Jobs in Hattiesburg, MS at University of Southern Mississippi
About COA:
College of The Albemarle, located in Elizabeth City, North Carolina, is the state’s first community college, founded in 1961. We strive to transform lives by inspiring and empowering individuals and communities of our seven-county service area. Through our four locations, we provide quality college transfer and career and technical education to residents in northeast North Carolina.
Description
***This position is open until filled***
Priority review date: July 1
Current status – Accepting applications
Salary is based on experience
The role of the Executive Assistant to the President is to perform a variety of complex, confidential and independent administrative duties for the President and Board of Trustees; assist in the coordination of the general operations and special projects of the President’s Office; and to provide information and assistance to the President’s Leadership Team, faculty, staff and to the public. The Executive Assistant to the President will serve as the Foundation Office Supervisor. The Executive Assistant to the President will also serve as the backup Public Information Officer as needed by the Director, Communications and Marketing and the President’s Office with the authority to communicate on behalf of the organization when required.
The Executive Assistant to the President receives supervision from the President. The Executive Assistant to the President provides supervision to the Foundation Development Assistant and the Administrative Assistant to the President’s Administrative Suite.
Examples of Duties
Support for President and President’s Office:
Facilitate communication between the President’s office and all administrative offices throughout the college.
Coordinate and manage communications between the office of the President, Board of Trustees and college stakeholders, including local, state and national elected officials.
Screen office visits and telephone calls; respond to sensitive complaints and requests for information from the general public, students, faculty and staff; refer inquiries, as appropriate.
Plan daily office operations; organize work flow and follow up on timely and accurate completion of projects.
Coordinate the calendar/schedule of the President with consideration to the President’s role on and off campus.
Coordinate travel arrangements for the President, Board of Trustees and other employees, as needed.
Coordinate the President’s Leadership Team agenda, schedule of meetings, and take minutes of each meeting to document decisions made.
Prepare and brief the President regarding documents that require his/her signature, with the delegated authority to use the President’s facsimile signature in his/her absence.
Coordinate all meetings hosted by the President’s office.
Promote positive public relations for the President’s office and the College, serving as a liaison to College employees and the community.
Manage usage of the boardroom and conference phone line information for all who request to use the space, including reserving the rooms in 25Live.
Maintain and order office supplies.
Maintain reconciliation of monthly credit card statements for the President’s office.
Coordinate and budget college-wide memberships.
Maintain college agreements and Memoranda of Understanding, reviewing and making recommendations for change as necessary.
Maintain correspondence and files for the President’s Office per the State Retention Guidelines.
Maintain and update mailing lists for a variety of items sent from the President’s office, including invitations for events and holiday cards.
Compose and edit letters of correspondence and messages, as needed.
Administer the office budget of the President and the President’s discretionary funds.
Serve on the committee for graduation and aid in coordination of the commencement speaker, flowers, program, academic regalia and ordering of the President’s Cup award; send invitations to special guests.
Organize and coordinate large-scale college events, at the direction of the President.
Support for Board of Trustees (BOT):
Serve as the Secretary of the BOT and maintain the official records and the seal of the Board – under the direct supervision of the President.
Serve as the recording secretary for all board meetings, committee meetings, called executive committee meetings and closed session meetings.
Maintain records of minutes for the board and committees.
Maintain documentation for board membership, including contact information/appointing agency/term expiration/state level orientation/general background information for each trustee.
Organize and coordinate all activities of the board including board meetings, committee meetings, retreats, graduation/pinning participation, any College related travel, orientation for new board members and annual evaluation of the President.
Manage appropriate training for new and reappointed trustees, including Ethics training and new or reappointed trustee training through the North Carolina Association of Community College Trustees (NCACCT).
Provide administrative support to the Chair of the Board of Trustees, committees of the board and the board in its entirety, with the delegated authority to use the Board Chair’s facsimile signature in his/her absence.
Coordinate the creation of a comprehensive agenda and exhibits sent to the BOT for committee meetings and full board meetings.
Organize and coordinate annual BOT reception(s).
President’s Suite Supervision, Collaboration, and Support:
Supervise the Administrative Assistant to the President’s Administrative Suite, ensuring efficient support for the President and Vice Presidents.
Supervise the Foundation Development Assistant in coordination with the Executive Director of the COA Foundation.
Ensure both assistants are cross-trained to maintain uninterrupted services and continuity of operations within the President’s Office Suite.
Partner with the Foundation Development Assistant to support daily COA Foundation Office operations.
Foster collaboration and teamwork across the President’s Office Suite, supporting both college-wide and Foundation intitiatives.
Serve as a liaison between college Vice Presidents and the Executive Director of the Foundation to align and prioritize workflow within the suite.
Promote a service-oriented environment and positive work culture within the administrative suite and across college stakeholders.
Collaborate with the Business Office to implement internal auditing procedures and ensure that all expenditures comply with federal, state, and local regulations, serving as an added layer of financial oversight within the suite.
Other Duties:
Other duties as deemed necessary by the President.
Typical Qualifications
Required:
Associate’s degree from a regionally accredited college.
More than 3 years of experience in a professional office environment.
Once employed, must attend training to become a notary.
Knowledge, Skills & Abilities
Knowledge of:
Advanced office skills.
Basic bookkeeping and accounting, basic mathematics principles, marketing and public relations.
Professional conduct in an office setting.
Ability to:
Work independently, exercising judgment and initiative.
Use computer applications within the Microsoft Office Suite, Gmail and complete mail merges.
Interact professionally with all stakeholders.
Establish and maintain a cooperative and team-oriented working relationship with those contacted in the course of work and with other areas of the College.
Represent the office in a professional and positive manner.
College of The Albemarle is an Equal Opportunity Employer and seeks candidates who reflect the diversity of our region. In striving to create and sustain a welcoming learning community for all members, employment decisions shall be made without regard to race, national origin, color, religion, sex, disability, age or political affiliation.
Employment with College of The Albemarle is contingent upon the satisfactory results of background and reference checks.
College of The Albemarle does not provide work visa sponsorships. To be considered for employment, applicants must be permitted to legally work in the United States without employer sponsorship.
Retirement, Health Insurance., Holidays, Annual/Sick Leave
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Title: Administrative Specialist – School of Health Professions
Company: University of Southern Mississippi
Location: Hattiesburg, MS
