Administrative Assistant


Job Details

Administrative Assistant

Colorado Springs, Colorado

06/17/2022

40316

Contract/Temp

Job Description



 

SUMMARY DESCRIPTION

Provides administrative support to the Office of the President for Colorado College.

 

RESPONSIBILITIES (denotes essential/primary responsibilities, denotes secondary responsibilities)

 

• Serve as administrative assistant to the Office of the President; greet visitors, answer and screen phone calls, take and relay messages, respond to emails, provide informed responses and refer inquiries to correct resources; serve as contact for visitors, students, parents, faculty and the community.

• Coordinate requests for information and provide background information related to the requests; exercise judgment to anticipate and recognize concerns and make appropriate referrals and follow-up for engagement and resolution.

• Handle all aspects of orders for the Office of the President; order office supplies and kitchen supplies, select, purchase, track, and send Presidential gifts and sentimental arrangements, and catering from the president, always adhering with all CC logo regulations.

• Oversee repairs and maintenance of all office equipment.

• Manage coordination of office space to include space planning, oversight of construction projects, and building maintenance.

• Handle all outgoing mail and packages to include shipments (FedEx, UPS and USPS).

• Process the President’s correspondence, check accuracy of all letters and handwritten notes that are provided by all departments of the college for signature.

• Manages and tracks budget disbursements including P-card reconciliations.

• Foster a positive, professional work environment, while maintaining a high degree of confidentiality.

• Maintain excellent relationships and knowledge of all aspects of the college to achieve the goals set by the Office of the President.

• Provide administrative support as requested, to include preparing materials and information in advance of meetings

• Assist with events as requested, to include scheduling, reservations, set-ups, invitations, promotion and publicity, ordering food/alcohol, reimbursements and budget.

• Maintain select office files, which include sensitive and confidential information.

• Serve as back-up to the Executive Assistant to the President and the Executive Assistant to the Executive Vice President/Chief of Staff when either or both are away from the office, consisting of scheduling, preparing the President for the day, and supervising the student worker when applicable.

• Make sure the President is on time with schedule/meetings.

• Manage special projects assigned by the President from start to finish.

• Assist with Board of Trustee meeting preparation to including reservation of rooms, selection of menu, AV, and other items as needed.

 

o Actively support the college’s commitment to be an antiracist institution by understanding, engaging with, and promoting diversity, inclusion, and equity in the college community.

o Promote a culture of safety and environmental protection by working in a safe manner; immediately reporting unsafe situations and accidents; following college procedures; and participating in appropriate safety training.

o Demonstrate environmental sustainability by using college resources wisely and supporting the college’s sustainability initiatives and innovation.

o Perform other duties as assigned.

 

REQUIRED QUALIFICATIONS

  • Some college/Associates Degree and 2 years of related experience or an equivalent combination of education and experience.
  • Intermediate level of expertise with Microsoft Office Word, Excel, Outlook and Publisher.
  • Excellent oral and written communication skills; ability to communicate effectively and develop positive relationships with people from different cultural backgrounds.
  • Proficient in spelling, punctuation, grammar and basic business math; ability to think critically and solve problems.
  • Good judgment and ability to handle confidential/sensitive information with discretion.
  • Excellent organizational and customer service skills.
  • Ability to handle multiple demands and workload.
  • Ability to operate standard office equipment.
  • Must be able to provide proof of COVID vaccination and booster.

 

Long term contract 3-6 month

Pay: $19.25

Schedule: Monday- Friday 8AM- 5 PM (40 hours)