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Executive Assistant

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Executive Assistant

Salary

$51,390.00 Annually

Location

Cedar Rapids, IA

Job Type

Full-Time Board-Approved

Job Number

02328

Division

Academic Affairs

Department

Academic Affairs

Opening Date

12/09/2024

• Description

• Benefits

• Questions

JOB GOAL:

To advance the college’s mission, vision, principles, values and strategic initiatives through continuous improvement decisions.

GENERAL JOB SUMMARY:

Under minimal supervision, the Executive Assistant provides administrative support and assistance to executive staff members. This role requires a very high level of independent judgment and decision making in non-routine matters, as well as access to confidential information.

The typical work schedule for this position will be Monday through Friday from 8 am to 5pm.

UNIVERSAL CORE COMPETENCIES:

• Advocate for Continual Improvement- empowering each other to identify opportunities for excellence.

• Collaborate with Mutual Accountability- working together with a willingness to take ownership and account for our actions.

• Champion Service- anticipating needs and create a welcoming, diverse, and inclusive environment.

• Perseverance- commitment to excellence even in the face of adversity or delay in achieving success.

• Lead- regardless of title, through positive influence.

DUTIES/RESPONSIBILITIES:

• Administrative Support

• Screen, direct, and respond to inquiries from internal and external stakeholders via visitors, phone calls, and emails.

• Manage and maintain executive schedules, appointments, and travel arrangements.

• Arrange and coordinate meetings, conferences, and events, including preparing agendas, materials, and follow-up items.

• Draft, produce, and edit correspondence, communications, presentations, and other documents.

• Office and Division Management

• Assist with managing division financial activities, including the budgeting process as needed.

• Support faculty processes by collecting and organizing information related to qualifications, contracts, and evaluations.

• Provide oversight and management for department platforms and systems, such as the website, SharePoint, Maxient Case Management, and Cobblestone.

• Project and Policy Coordination

• Assist with and lead project-based work within Academic Affairs and across multiple divisions.

• Coordinate and support students appealing academic policies by ensuring timely and accurate communication and documentation.

• Conduct research, compile, and analyze data to create, evaluate, and present reports.

• Meeting and Event Coordination

• Attend meetings to provide support, including preparation of documents and materials, note-taking, and tracking action items.

• Plan, coordinate, and execute division-wide events and workshops.

• Data and Compliance Management

• Collect, organize, and maintain accurate data and records for reporting and compliance purposes.

• Create and manage databases, reports, and systems to track division metrics and ensure adherence to institutional policies.

• Cross-Division Support

• Serve as a liaison between Academic Affairs and other departments, ensuring smooth communication and collaboration.

• Coordinate and provide logistical support for cross-divisional projects and initiatives.

• Other Responsibilities

• Perform other related duties as assigned, contributing to the overall success and efficiency of the Academic Affairs division.

PERFORMANCE EXPECTATIONS:

• Provide courteous, prompt, and efficient service to all stakeholders.

• Assume responsibility for tasks, handle problems effectively, and exercise sound judgment in decision-making.

• Demonstrate thorough knowledge of Kirkwood policies and procedures, with the ability to interpret and apply them accurately.

• Establish and maintain positive working relationships with students, colleagues, other divisions, and the public.

• Communicate clearly and effectively in both written and oral formats, ensuring messages are well-understood.

• Exhibit flexibility, attention to detail, and the ability to complete complex tasks with accuracy and efficiency.

• Display advanced organizational, interpersonal, and collaborative skills to enhance team performance.

• Manage multiple assignments and deadlines with ease, prioritizing tasks to meet division needs.

• Maintain strict confidentiality and handle sensitive information with the highest level of professionalism.

• Demonstrate proficiency in utilizing relevant technology platforms and a willingness to learn new tools as needed.

• Proactively anticipate division needs, identify challenges, and offer effective solutions.

• Welcome, value, and nurture people of all backgrounds, perspectives, and experiences, as well as support and promote an environment that accepts differences.

The statements contained herein reflect general details as necessary to describe the essential job duties/responsibilities and performance expectations of the job, which should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned.

PHYSICAL ACTIVITIES WITH/WITHOUT REASONABLE ACCOMMODATION:

Position involves working in an office setting. Occasional (10-33%) standing, pushing, pulling and grasping. Frequent (34-66%) reaching and viewing a computer and other types of close visual work. Constant (67-100%) sitting, walking, repetitive motion, talking and hearing.

MINIMUM QUALIFICATIONS:

• An Associate's Degree with 1-3 years’ experience.

• Computer skills with knowledge of standard Office 365 programs.

• Demonstrated experience managing complex calendars, travel arrangements, and meeting coordination.

PREFERREDQUALIFICATIONS, LICENSES, CERTIFICATIONS, OR REGISTRATIONS:

• Experience with SharePoint, OneDrive, Teams and/or Zoom.

• Experience coordinating or managing cross-departmental projects and initiatives.

• Ability to track multiple projects, ensuring deadlines and goals are consistently met.

• Previous experience in Higher Education.

EEO AA/STATEMENT:

It is the policy of Kirkwood Community College not to discriminate in its programs, activities, or employment on the basis of race, color, national origin, sex, disability, age, sexual orientation, gender identity, creed, religion, and actual or potential family, parental or marital status. If you have questions or complaints related to compliance with this policy, please contact the Vice President, Human Resources and Institutional Effectiveness, 6301 Kirkwood Blvd. SW, Cedar Rapids, IA 52404,319-398-5572, equity@kirkwood.edu, or the Director of the Office for Civil Rights U.S. Department of Education, John C. Kluczynski Federal Building, 230 S. Dearborn Street, 37th Floor, Chicago, IL 60604-7204, Telephone:(312) 730-1560 Facsimile: (312) 730-1576, TDD 800-877-8339 Email: OCR.Chicago@ed.gov.

WHY KIRKWOOD:

Kirkwood Community College prides itself on fostering a diverse workforce and values unique perspectives throughout its campus community. The college is a convenient, innovative, visionary educational leader striving to remain affordable and accessible. With more than 140 majors and programs, Kirkwood boasts 16,000 annual college-credit students while maintaining one of the lowest tuitions in the state. All degree-seeking students are eligible for federal financial aid and the college offers more than $3 million in scholarships each year to students from all walks of life.

Review of applications will continue until the position is filled.

Kirkwood offers a wide range of employee benefits. Read more about them here (http://www.kirkwood.edu/humanres/employees/benefits) !

01

Do you have at least an Associate's Degree with 1-3 years' experience?

• Yes

• No

  Required Question

Agency

Kirkwood Community College

Address

6301 Kirkwood Blvd SW

Cedar Rapids, Iowa, 52404

Phone

319-398-5572

Website

http://www.kirkwood.edu