Executive Assistant, VP Human Resources, Facilities, & Risk Management

Thank you for your interest in a career at Northcentral Technical College (NTC).

NTC offers outstanding career opportunities at our beautiful campus with state-of-the-art technology and a stimulating and diverse environment. Employees are offered an amazing Total Rewards package with competitive salaries, excellent benefits, and generous paid time off - including two paid closures for the winter holiday (Christmas - New Year) and summer (week of July 4th), for most full-time positions. NTC is "The College that Cares" and makes a difference in the lives of our employees and students. If you have the desire to help students while positively impacting the community, we'd love for you to join our team! See why our current employees did!

Salary is commensurate based on occupational experience and qualifications.

JOB SUMMARY, DESCRIPTION & QUALIFICATIONS:

Job Summary

This is a front-facing position requiring a professional presence representing the VP and direct reports. Provides direct executive-level support to the VP, Human Resources, Facilities & Risk Management and related areas , to ensure efficient and compliant operations to meet the needs of the department. Coordinates and processes high-level, confidential information to ensure internal and external responsibilities are met for the College departments reporting to the VP. Primary duties include providing Board and Executive Leadership Team (ELT) presentations/submissions, creating draft correspondence, memos and policies, coordinating activities for VP and HRM, serving as point of contact for VP and the HR, Facilities, and Risk Management teams, coordinating timely completion of goals/objectives, metrics, Board and ELT requirements and compliance requirements, researching and drafting for legal cases, investigations and compliance, document preparation, schedule/calendar management, budget management, purchasing, customer service, and organizing travel arrangements.

Essential Functions and Responsibilities

The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully with or without reasonable accommodation.

Administrative Support:

• Provide a high level of proactive, detailed, highly confidential executive administrative support to the VP, Human Resources, Facilities & Risk Management, and the direct reports of that position with its department needs.

• Works closely with and backs up President's and ELT's executive staff to ensure high level of support is provided to meet needs.

• Monitor the VP's email/calendar including organizing, tracking, and appropriate follow-up, directing to the proper parties, and/or proactively responding on behalf of the VP.

• Exercise good judgment in anticipation of the VP's needs, make decisions within the scope of authority, and discreetly handle/resolve difficult situations and confidential matters.

• Research, prepare recommendations, answer questions, provide information and assistance, direct customers to appropriate areas, and respond professionally to concerns.

• Utilize available resources (AI, internet) to conduct in-depth research and perform critical analysis in preparation of drafts and recommendations to VP for Collegewide communications, templates, position papers, legal cases, policies, procedures and budget.

• Organize, handle, retrieve, and file confidential and sensitive material.

• Monitor annual department project list to ensure deadlines are met including strict regulatory timelines for legal, compliance, investigations, certifications, etc.

• Manage special projects, create College org charts and department-specific spreadsheets, compile and measure metrics, research and analyze relevant information, etc.

• Ensure the VP and direct reports are prepared and have all applicable documents and necessary resources for upcoming compliance requirements, meetings, events, travel, etc.

Customer Service:

• Proactively research and prepare appropriate first-level responses and beyond for incoming queries, emails, and communications.

• Provide backup and collaboration with all other administrative staff supporting ELT members.

• Participate in and support Collegewide functions, including organizing, planning and implementation of events.

Schedule/Calendar Management:

• Maintain and monitor appointment calendar, scheduling, and travel arrangements.

• Anticipate and resolve scheduling conflicts and ensure proper time management and schedule prioritization of VP's meetings.

• Assist with the planning and coordinating of special committee meetings, team retreats, training days, etc. Takes minutes and prepares future meeting action plans.

• Read minutes and identify action items and organize resolution.

• Assist VP and direct reports with meeting coordination to ensure department representation.

Budgeting/Finance:

• Work with NTC's budget system to perform data entry functions, monitor budgets, write and process budget transfers, prepare travel reimbursements, payment authorizations, requisition,supplies and materials, etc. Track data and report trends and make recommendation to respond to data.

• Approve invoices and verify correct budget strings are being charged.

• Manage expense reporting, including receipts and preparation and submittal for final approval. Support direct reports with budgetary needs as well.

• Create the generation of ongoing weekly budget reports, data entry input of open POs and Operational POs as requested, assist with the monitoring of operational budgets and creating transfers or journal entries for balancing, and prepare travel reimbursements and payment authorizations.

Minimum Qualifications Required

In limited circumstances, NTC may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.

Education:Bachelor's Degree

• A Bachelor's Degree in Administration or Business is preferred. Will consider an Associate's Degree with the agreement to obtain a Bachelor's Degree after hire.

Experience: 4 years

Additional Experience Information:

• A minimum of (4) years office/administrative assistant experience,preferably supporting an individual in a highly visiblesenior management/VP level position.

• Proven record of highly customer-focused support with excellent written and verbal communication and interpersonal skillsincludingthe ability to handle sensitive situations discretely and confidentially.

• Strong technology skills with demonstrated proficiency in Microsoft Office programs.

• Detail oriented; Excellent organizational and time management skills; Resourceful, with exceptional ability to handle a multitude of tasks simultaneously to meet deadlines.

• Demonstrated proficiency and excellent verbal, written, and electronic communication skills.

• Superior research and problem-solving skills.

• High level of critical and anticipatory thinking skills.

• Ability to work under high pressure and manage multiple deadlines.

Knowledge, Skills and Ability

In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities, including language skills, reasoning and mathematical abilities are essential.

Language Skills:

Ability to read, write and comprehend instructions, reports and emails; speak and may present information to groups.

Math Skills:

Ability to accurately add, subtract, multiply, and divide in all units of measure; compute rate, ratio, and percent.

Reasoning Ability:

Ability to critically think and solve problems involving a variety of concrete variables with limited standardization; interpret written, oral and diagrammed instructions.

Technical Skills:

Ability to manage and track document changes; create, modify and format templates and files; ability to use multiple computer screens and multitask in several computer applications.

Customer Service Skills:

Ability to pleasantly initiate, maintain and end a conversation; act in a professional manner using appropriate language and body language.

Physical Requirements

Carrying/Lifting 10-25 lbs: Low

Carrying/Lifting 25-50 lbs: Low

Carrying/Lifting >50 lbs: N/A

Sitting: High

Standing/Walking/Climbing: Low

Squatting/Crouching/Kneeling/Bending: Low

Repetitive Hand/Foot Movement: Medium

Pushing/Pulling/Reaching Above Shoulder: Low

Work Environment

Indoor/Office Work Environment: High

Outdoor Weather Conditions: N/A

Irritated or Agitated Individuals: Low

Hostile or Violent Individuals: N/A

Hazardous Fumes/Odors/Toxic Chemicals: N/A

Confined Spaces (as identified by OSHA): N/A

Work-Related Travel: Low

Smell Requirement: N/A

Specific Vision: High

Hearing: High

Taste: N/A