Overview
Office Services Specialist: P&P District #11 Winchester/Front Royal #P1118 Jobs in Winchester, VA at Dept of Corr – Central Admin
CAMPUS AUXILIARY SERVICES AT SUNY GENESEO CAREER OPPORTUNITY
EXECUTIVE ADMINISTRATIVE ASSISTANT
Our people are the lifeline of the organization. We are committed to continuously developing our employees in an environment of trust and integrity. We strive to cultivate a culture that produces inclusivity, passion, celebration of accomplishments and strong communication. As a teammate in our culinary and dining services, operations or administration teams, you will have the opportunity to utilize skills in the areas of exceptional customer service, team collaboration, adaptability and determination. As one of our teammates, you have the opportunity to serve others and immerse yourself in the organization – you get paid to make a true difference!
OUR MISSION:
We provide essential services that positively impact campus life and all who engage in our community, including students, faculty, staff, guests, and friends of the college.
OUR VALUES:
Our pursuit of excellence will reinforce SUNY Geneseo’s vision of being a distinctive, equity-centered, public honors college by providing quality services and supporting innovative and transformative experiences in an inclusive community.
We Value COMMUNITY
We Embrace ACCEPTANCE
We Pursue SUCCESS
PURPOSE
The Executive Administrative Assistant is responsible for the efficient operation of the Executive Director’s Office. This position provides comprehensive administrative support to the Executive Director and Leadership Team, managing a wide range of responsibilities. This person anticipates, initiates, coordinates, and follows up on multiple administrative activities and special projects. The role involves handling sensitive, confidential, strategic, and critical information with professionalism and discretion. The Executive Administrative Assistant is a liaison between the Executive Director and internal and external stakeholders including the CAS Board. The Executive Administrative Assistant works collaboratively across Campus Auxiliary Services’ departments to help ensure the organization and Executive Office meets its goals and mission.
ESSENTIAL FUNCTIONS
Responsible for the efficient operation of the Executive Director’s office
Support other department leaders with administrative needs including but not limited to: Business Office, HR, IT, Marketing, Facilities
Handle, screen, and respond to inquiries directed to the Executive Director, including phone calls and emails. Gather necessary information to assess priorities and ensure timely and accurate follow-up
Anticipate leaders and employees’ needs and proactively brings together appropriate people and resources to support the Executive Director
Act as the Executive Director’s representative and ambassador to internal and external constituents and stakeholders. Communicate and interact with employees, campus administrators, faculty, staff, students and other business associates and stakeholders
Manage calendars for the Executive Director and Associate Executive Director & Business Officer, including coordinating meeting schedules, conference calls, and prioritizing business appointments. Includes having knowledge of the Executive Director’s activities and advising appropriate parties using discretion relating to sensitive, confidential or personal information.
Organize and maintain structure of the office; ensure a positive office appearance and upkeep to present an acceptable first impression for visitors, staff and students
Establish, develop, and maintain the filing system for the office and retrieve information from files when needed
Reconcile the Executive Director’s spending by gathering credit card receipts, preparing documentation, and obtaining appropriate signatures.
Facilitate contract processes by scheduling meetings and facilitating the transfer of documents between parties and legal teams
Support and uphold a working relationship with the CAS Board of Directors. Perform related administrative duties for the Board of Directors to include but not limited to, schedule Board of Directors and Committee meetings, prepare, assemble and distribute agendas and supporting documents to members, attend meetings and take and transcribe minutes for review and issuance, create presentations for the Board meetings, maintain listings and schedule annual training.
Ensure that all required permits are current and that new permits are displayed per DOH requirements. Prepare documentation to be filed with the NYS Liquor Authority for Board; prepare submissions for NYS Liquor Authorities to renew licenses.
Responsible for planning and organizing retreats and materials for the executive team as requested
Collaborate with other departments and handle logistics and ensure spending is within budget for events and meetings on behalf of the Executive Office
Set agendas and meeting minutes for Leadership Team meetings and other meetings involving the Executive Office
Responsible for maintaining process flows of RFPs
The Executive Office is a collaborative work environment. Other duties may be assigned to reach individual and organizational goals.
SKILLS AND COMPETENCIES
Attention to detail
Excellent interpersonal, writing and communication skills
Professionalism- demonstrate the ability to represent the high standards of CAS in all business dealings
Skilled in office administrative procedures
Maintain and handle sensitive and confidential situations
Analytical skills to gather and summarize data for reports
Problem-solver and high judgment and decision-making skills
Time management, prioritization and organization skills
Advanced skills in Microsoft Office and/or Google software suites
Comprehension and reading skills to read and interpret documents such as safety rules, procedure manuals, operating instructions
Strong writing skills to write routine correspondence
Effective leadership skills
EDUCATION AND EXPERIENCE
Associate’s degree with a minimum of 1 year of related experience or a minimum of 3 years of experience in an administrative position. Or equivalent combination of education and/or experience.
PHYSICAL REQUIREMENTS
Ability to stand or sit for prolonged periods of time
Ability to lift and move up to 10 pounds occasionally
Extensive computer use
This position is fully in-office, not remote or hybrid position
SCOPE AND DIRECTION
Reports to: Executive Director
Direct Reports: There are no direct reports for this position
FLSA Status: Exempt
Rate of Pay: $56,000-$61,000 annually
BENEFITS PACKAGE
Comprehensive health and wellness including health, dental, vision, FSA or HSA for full time employees
Retirement savings with employer match contributions
Life/Disability Insurance
Generous paid time off
13 paid holidays in addition to PTO
Complimentary dining at our on-campus restaurants and cafes
Career growth opportunities
My Better Benefits discount services
Tuition reimbursement
In support of the ADA, this job description lists only the responsibilities and qualifications deemed essential to the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Campus Auxiliary Services is an Equal Opportunity Employer. This policy prohibits discrimination on the basis of sex, race, color, religion, creed, national origin, age, marital status, sexual orientation, gender expression and/or identity, disability, genetic predisposition, veteran status or status as a member of any other protected group or activity
Title: Office Services Specialist: P&P District #11 Winchester/Front Royal #P1118
Company: Dept of Corr – Central Admin
Location: Winchester, VA
