<p>Administrative Assistant, Skills Based Education & Career Pathways</p> <p>Department: Workforce Innovation</p> <p>Location: Manufacturing Technology Center</p> <p>Reports To: VP, Skills Based Education & Career Pathways</p> <p>Recruitment Type: External/Internal</p> <p>Requisition ID: req6044</p> <p>Employment Type: Full-Time Support Staff</p> <p>Union Position: Non-Union</p> <p>Work Schedule: Standard College Hours: M-F 8:30a-5p</p> <p>Number of Openings: 1</p> <p>Job Description:</p> <p>SUMMARY</p> <p>Provides high-level support to the Vice President of Workforce Innovation/Skills-Based Education & Career Pathways (VP), ensuring the efficient operation of the office and the associated leadership team. This position requires a self-starter who can work independently with minimal supervision, manage complex workflows, and maintain exceptional communication and organizational skills while juggling multiple systems and tasks in a dynamic environment.</p> <p>ESSENTIAL FUNCTIONS</p> <ul> <li> <p>Works collaboratively with management and staff of the offices reporting to the VP and provides administrative support to the VP and the associated department Executive Director and Directors</p> </li><li> <p>Oversees, tracks, and coordinates short and long-term project timelines, ensuring deliverables for strategic initiatives are met</p> </li><li> <p>Monitors departmental budgets, resolves discrepancies, and maintains records and files for budget data, preparing monthly updates and reports</p> </li><li> <p>Serves as site budget preparation liaison and liaison with the Office of Finance and Business Services during the annual budget preparation process</p> </li><li> <p>Reviews departmental operations and develops methods and procedures to improve services and workflow</p> </li><li> <p>Answers phones and screens incoming calls and mail and responds independently to inquiries, drafts responses for executive review or refers as appropriate, requiring diplomatic and immediate responses in some instances</p> </li><li> <p>Interfaces with internal and external stakeholders in a diplomatic manner</p> </li><li> <p>Researches and collects data to complete reports and projects, establishes and maintains general office files and records, and manages administrative tasks such as travel planning, expense reporting, timecard review, and approvals</p> </li><li> <p>Works with payroll to handle non-instructional faculty payments</p> </li><li> <p>Manages supervisor's calendar and schedules appointments, internal and external meetings and activities with faculty, programs, businesses, community, and government institutions</p> </li><li> <p>As directed, prepares, and assembles agendas, packets and other pre-meeting materials, and takes and distributes minutes</p> </li><li> <p>Provides support to committees/councils and special projects</p> </li><li> <p>May provide leadership and management for special assignments assigned by supervising VP and associated leadership team</p> </li><li> <p>Researches, collects materials, and prepares information used by VP in responding to requests from the administrative line, internal departments and external persons and agencies</p> </li><li> <p>Prepares and maintains confidential correspondence and documents and assists in processing documents related to personnel, purchase orders, employment, benefits, and performance review activities</p> </li><li> <p>Maintains effective communication with internal teams and departments and serves as a key point of contact for administrative support to ensure a smooth flow of information</p> </li><li> <p>Plans Workforce Innovation/Skills-Based Education & Career Pathways' events, full team meetings, retreats, and events in collaboration with VP, and respective Executive Director and Directors, including room reservations, logistics, and catering orders</p> </li><li> <p>Develops and maintains department content across internal communication channels, including websites and newsletters</p> </li><li> <p>May functionally supervise support staff or student workers</p> </li><li> <p>Performs other duties as assigned</p> </li></ul> <p>REQUIRED QUALIFICATIONS</p> <p>EDUCATION AND EXPERIENCE/TRAINING</p> <ul> <li> <p>Associate's degree</p> </li><li> <p>Significant related experience may substitute for education</p> </li><li> <p>Minimum of five years of progressively responsible administrative experience, including experience supporting senior leadership.</p> </li><li> <p>Demonstrated project management experience (formal or informal) involving coordination across departments or external partners.</p> </li><li> <p>Demonstrated experience making sound decisions that affect a work unit or team</p> </li><li> <p>Demonstrated experience in a role requiring diverse problem-solving methods in a variety of situations</p> </li><li> <p>Demonstrated experience monitoring and developing a business area's budget</p> </li><li> <p>Demonstrated experience with collaborative platforms such as Microsoft Teams, Zoom, or similar</p> </li><li> <p>Demonstrated intermediate proficiency with the Microsoft Office Suite</p> </li></ul> <p>KNOWLEDGE, SKILLS and ABILITIES</p> <ul> <li> <p>Possess working knowledge of administrative support concepts, practices, and procedures with the ability to apply to varied situations as it pertains to the departmental focus</p> </li><li> <p>Possess exceptional organizational and time-management skills with the ability to manage competing priorities</p> </li><li> <p>Possess excellent written, verbal, and interpersonal communication skills</p> </li><li> <p>Demonstrated strong attention to detail with the ability to manage complex workflows</p> </li><li> <p>Demonstrated ability to work independently while managing up and across a matrixed organization</p> </li><li> <p>Possess a high degree of professionalism, discretion, and diplomacy</p> </li><li> <p>Comfortability with ambiguity and adaptable in a dynamic, mission-driven environment</p> </li><li> <p>Possess strong interpersonal skills with an emphasis on relationship-building and stakeholder engagement</p> </li><li> <p>Ability to research effectively and work accurately with great attention to detail</p> </li><li> <p>Possess excellent customer service skills and proven ability to develop and sustain productive customer relationships</p> </li><li> <p>Ability to effectively accept direction from multiple levels of the College in various departments</p> </li><li> <p>Ability to confidentially and discreetly handle subject matters requiring privacy and sensitivity</p> </li><li> <p>Possess sensitivity to appropriately respond to the needs of a diverse population</p> </li></ul> <p>PREFERRED QUALIFICATIONS</p> <p>EDUCATION AND EXPERIENCE/TRAINING</p> <ul> <li> <p>Bachelor's degree</p> </li><li> <p>Experience working in higher education or workforce development environments.</p> </li><li> <p>Demonstrated intermediate experience using project management principles</p> </li><li> <p>Demonstrated event planning and execution experience</p> </li><li> <p>Demonstrated experience managing departmental websites</p> </li><li> <p>Demonstrated intermediate proficiency with Ad Astra or an equivalent program</p> </li><li> <p>Demonstrated intermediate proficiency with Banner or an equivalent program</p> </li></ul> <p>COMPETENCIES</p> <p>CRITICAL COMPETENCIES:</p> <ul> <li> <p>Time Utilization</p> </li><li> <p>Continuous Improvement</p> </li><li> <p>Quality of Work</p> </li></ul> <p>VERY IMPORTANT COMPETENCIES:</p> <ul> <li> <p>Communication</p> </li><li> <p>Service Focus</p> </li></ul> <p>IMPORTANT COMPETENCIES</p> <ul> <li> <p>Adaptability</p> </li><li> <p>Collaboration</p> </li></ul> <p>PHYSICAL DEMANDS/WORKING CONDITIONS</p> <p>(The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)</p> <ul> <li> <p>The work is performed in a normal, professional office environment.</p> </li><li> <p>The work area is adequately lighted, heated and ventilated.</p> </li><li> <p>Typically, the employee may sit comfortably to perform the duties of the job and will perform repetitive motions with hands/fingers using a computer mouse and keyboard to type. However, there may be some walking; standing; bending; carrying of light items such as papers, files, pamphlets, books, etc.</p> </li><li> <p>Work may also require walking and standing in conjunction with travel to and attendance at meetings and conferences away from the worksite</p> </li></ul> <p>Target Starting Salary Range: $54,000 to $58,000</p> <p>The final offer for the successful candidate is targeted to fall within this range but will be based upon an assessment of internal equity, the unit's available budget, and the candidate's qualifications in relation to the minimum and/or preferred job requirement(s).</p> <p>Special Note: If hired, you must reside in the state of Ohio and be within commuting distance of this work location/campus to respond to onsite work demands upon the employment start date and throughout the duration of your employment with the College, as outlined in 3354:1-40-01.1 Recruitment and Selection Procedure.</p> <p>Special Instructions to Applicants: During the application process, you may be required to attach a cover letter and/or resume. It is recommended that you have these documents ready to be attached electronically to the online application. This system accepts only MS Word or PDF attachments. Any employment with the College is contingent upon satisfactory completion of a background check and drug screen.</p> <p>Affirmative Action Statement: Cuyahoga Community College is committed to attaining excellence through the recruitment and retention of a qualified and diverse workforce. Cuyahoga Community College is an equal employment/educational opportunity institution.</p>