Overview
Sr Executive Assistant Jobs in Houston, TX at Citizens
The Sciences Division at Pima Community College has a passion for instilling scientific knowledge and curiosity through innovative and inclusive learning environments. The division is comprised of approximately 60 full-time faculty, more than 100 adjunct faculty, and more than 30 staff members, resulting in one of the largest instructional units in the District. The Administrative Assistant 2 supports both the academic and operational sides of the Division. More specifically, the academic side of the Division includes the Dean’s office while the operational side includes the Science Lab Manager. The Science Lab Manager assists in overseeing the science labs at five of the campuses.
The Administrative Assistant 2 is the primary caretaker of division workflow, faculty travel, student support, course scheduling and cancellation, initiation of paperwork for personnel and payroll action, follow-up on compliance reporting, grade submissions, purchasing, and general division troubleshooting. Incumbents are responsible for performing a variety of advanced level office support assignments of high complexity requiring greater independent judgment. The incumbent will provide high-quality customer service to students, faculty, and staff. Work is usually performed with limited supervision.
Duties and Responsibilities:
Providing customer service to internal and external stakeholders; answering, screening and directing phone calls and emails; maintaining shared calendars; preparing letters, invoices and requisitions; coordinating travel arrangements for team members; ordering and maintaining supplies
Processing and maintaining accurate and detailed records and documents
Data entry with minimal errors
Retrieving information from databases
Verifying the completeness and accuracy of information
Prepare a variety of technical documents, which may involve: collecting, and verifying information, assembling, compiling, and printing reports
Maintain confidential records
Assemble and compile data for incorporation into reports where technical data is required
Create spreadsheets, maintain databases and reconcile invoices
Involved in event planning, meeting management and recording meeting minutes
Stay informed of all instructional deadlines, distribute reminders and follow-up with faculty as needed
Manage listservs, Google groups, and Google shared documents
Inputs textbook adoptions; compiles and maintains book order records and desk copy orders and inventory.
Assisting in resolving routine problems for students, the public, staff, and faculty related to College student services and associated programs
Assists in coordinating resources, as needed, to eliminate bottlenecks and create efficient workflows
Participates in special projects with staff as directed
Supports faculty with special requests.
Provide support to the Science Lab Manager such as Concur reports, hiring processes, and processing records
Perform other job-related duties of a similar nature or level as assigned
Job Requirements:
High school diploma or GED and
One to three years of progressively responsible related experience in an office environment including experience using computers and other business equipment and providing technology general office support
or
An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above
Preferred:
Associates Degree/Vocational or technical training in office management
The ideal candidate will have the following knowledge, skills and abilities:
Advanced, current office management techniques, procedures, and methods
Computer equipment and technology usage to include word processing, database, spreadsheet, and other software
Maintain confidentiality on all matters including keeping proprietary records
Strong customer service skills
Experience providing assistance to students and faculty
Advanced social skills to work with people to achieve goals and actively look for ways to help people
Excellent writing and preparation of reports, minutes, agendas, and other correspondence
Excellent spelling, grammar, and punctuation skills
Success in working as part of a team
Meet deadlines; prioritize while performing multiple tasks
Establish and maintain cooperative working relationships
Maintenance of database systems
Physical Requirements:
Environment: Work is performed primarily in a standard office environment with staff contact and frequent interruptions.
Physical: Primary functions require sufficient physical ability and mobility to work in an standard office setting; to remain in a stationary position for prolonged periods of time; to occasionally position self to perform duties; to position or transport light to moderate (up to 20 pounds) amounts of weight; to operate office equipment including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to effectively communicate to exchange information.
Vision: Ability to see in the normal visual range with or without correction.
Hearing: Ability to hear in the normal audio range with or without correction.
Title: Sr Executive Assistant
Company: Citizens
Location: Houston, TX
