Employment Opportunities at UTTC
JOB OPPORTUNITY BULLETIN
Equal Opportunity Employer
Position Title: Executive Assistant to the President
Reports Directly To: President
Opening Date: May 20, 2016
Closing Date: June 3, 2016 at 5:00 p.m.
Summary of Duties:
- Facilitates the efficient utilization of the President's time through development and coordination of a complex calendar of appointments, meetings, social engagements, and UTTC and community functions with individuals and groups.
- Promotes a positive image of UTTC by welcoming visitors to the President's office, responding to inquiries from diverse UTTC publics (e.g., students, parents, faculty, staff, legislators, alumni, the media, and public and private officials), providing authoritative information regarding UTTC policies or decisions, referring inquiries or problems to the appropriate office or person, resolving problems, and following up to determine the inquirer's satisfaction with the response.
- Serves as a liaison between the President and other UTTC administrators, members of the Board of Directors, public and private officials, various boards, faculty, staff, students, and the various publics served by the UTTC by communicating and/or interpreting policy, decisions, and documents issued by UTTC, gathering information and providing information to the President, and representing and making decisions for the Presidentís Office on select UTTC and civic committees.
- Schedule and coordinate logistics, prepare pertinent documents, take minutes, and maintain electronic and hard copy files for UTTC Board of Directors meetings.
- Facilitates efficient and cost-effective official travel for the President, Board of Directors, and other official visitors by coordinating travel arrangements and preparing associated approval forms and expense reports for travelers.
- Supervises the Administrative Coordinator in fulfillment of support of primary duties of that position and support of the overall activities of the Office of the President.
- Safeguards the confidentiality of UTTC administration by exercising discretion in communicating information to faculty, students, staff and the various publics served by UTTC and in handling administrative records, files, and similar confidential items.
- Manage the flow of incoming and outgoing communications by receiving, and responding to incoming communications and determining the appropriate office, department, or agency for outgoing communications.
- Establish and update the central mailing directory of local, state, Tribal and federal government officials; also maintain a central institutional calendar of events as informed by college stakeholders.
- Assists the President in oversight functions by reviewing, monitoring, and approving UTTC personnel action forms and reviewing correspondence and documents prepared by other offices for the Presidentís signature.
- Provides information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in useable and understandable formats.
- Prepares correspondence for distribution or approval and signature, checking the documents for proper grammar, completeness, and accuracy.
- Assists with development and management of the budgets under control of the President's Office by maintaining budget records, reconciling and verifying vouchers and receipts for accuracy, producing financial reports and summaries, and approving expenditures when necessary.
- Facilitates the success of events hosted by the President's office by scheduling events with appropriate offices and agencies, advising/contacting participants or invited guests, preparing agendas and programs, arranging for audiovisual and associated support equipment, using independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinating or providing support during the events.
- Performs records management of a complex filing system by overseeing the filing system, creating files and records as necessary using judgment and knowledge of office requirements, updating files and records, determining retention and purging schedules, and retrieving files and documents as needed.
- Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
- Remains competent and current through self-directed professional development training or educational advancement as required by the President.
- Contributes to the overall success of the UTTC by performing other essential duties and responsibilities as assigned.
This position will supervise the Administrative Coordinator.
Normal working hours are from 8:00 am Ė 5:00 pm, Monday through Friday. Evening, weekend and holidays hours are sometimes necessary. May be required to meet deadlines with short notice. Responsible for maintaining professional ambience in work environment. Some business travel may be required.
- Education: Bachelorís degree, preferably in a business-related field, is required.
- Experience: At least three years of increasingly responsible secretarial or administrative experience is required which must include an extensive knowledge of general office procedures and practices and responsibility for the supervision of others on a regular basis.
- Must be familiar with the basic operations of a higher education institution; experience with tribal colleges and universities is desirable.
- Must possess above average communication skills and promote a team approach with strong office leadership in work activities.
- Experience with local, state, Tribal and federal government offices and agencies would be ideal.
- Must be familiar with basic office technology applications, Jenzabar familiarity is a plus.
- Must be reliable and punctual.
United Tribes Technical College does not discriminate on the basis of race, color, national origin, sex, religious preference, age, handicap, marital status, political preference, or membership or non-membership in an employee organization, except as allowed by the Indian preference provision of the civil rights act of 1964, as amended.
The applicant is responsible for providing proof of enrollment in a federally recognized tribe if Indian preference is claimed. The applicant is responsible for providing a copy of his/her United States Government Form DD214 or his/her honorable discharge certificate from any branch of the military service if veteranís preference is claimed. Failure to provide proof will result in loss of Indian or veteran preference in employment.
Interested applicants should submit a completed UTTC application, cover letter, resume, and unofficial copies of transcripts to firstname.lastname@example.org or Human Resources Department, United Tribes Technical College, 3315 UTTC Drive, Bismarck, ND 58504.
Applications and supporting documents received after the Closing Date and Time of a Job Posting will not be considered.