SUMMARY: Reporting to the President, the Executive Assistant performs a variety of responsible administrative and clerical duties in support of the President and Northern Oklahoma College. This position also provides information and assistance to the NOC Board of Regents and assists with initiatives of NOC. The position is housed on the Tonkawa campus.
ESSENTIAL DUTIES AND RESPONSIBILITIES include:
· Represents the President by welcoming and greeting visitors, reviewing correspondence; arranging meetings, answering questions and responding to meeting requests directed to the president.
· Effectively communicates information in a timely manner to President and others as needed.
· Serves as the recording secretary to the NOC Board of Regents; attends the meetings and records the minutes, posts the agendas according to the Oklahoma Open Meetings Laws, notifies Secretary of State’s office of meeting times and dates, provides other meeting materials to attendees, boardroom setup, and meal coordination, etc. for productive meetings.
· Produces information by transcribing, formatting, inputting, editing, retrieving, copying, scanning, and transmitting text, data, and graphics.
· Conserves President’s time by efficiently handling the day-to-day operations of the office.
· Coordinates correspondence by drafting letters and editing documents, creating and updating PowerPoint presentations, assisting with writing/editing remarks, collecting and analyzing information for reports, composing emails and memos, initiating telecommunications, holiday and special occasion greetings.
· Provides historical reference by developing and utilizing filing and retrieval systems, recording meeting discussions and preparing minutes for college meetings as requested.
· Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, evaluating new office products, placing and expediting orders for supplies, verifying receipt of supplies for office area.
· Ensures operation of office equipment by completing preventive maintenance requirements, following manufacturer's instructions, troubleshooting malfunctions, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques.
· Assists with the scheduling, planning and operations of selected campus-sponsored and community events and other special events hosted by the President’s Office and serves as a liaison with caterers, campus departments and external groups.
· Coordinates with other college Administrative Assistants as needed to accomplish goals and objectives for Executive Council members.
· Orders name tags for all NOC employees.
· Assists with travel paperwork and conference registrations and other reservations as required.
· Prepares invitations, cards, and correspondence/certificates, such as Honor Rolls, PTK notices, and PLC information.
· Collects for special funds such as Flower, Social, and Coffee. Coordinates with NMS to keep break room supplied and operational.
· Orders memorial flowers and other recognition materials.
· Creates and shares courtesy email memos with college community as needed.
· Prepares and updates phone directory annually.
· Utilizes the college’s electronic systems such as “Track It,” “School Dude,” and “My NOC,” to share and obtain information.
· Orders athletic passes and manages distribution.
· Maintains mailing lists and assists with merging files for mailings.
· Serves on staff campus committees including the Social and Cultural Committee to assist with employee functions.
· Supervises student worker as needed.
· Provides quality customer service to anyone in contact with the Office of the President and represents the College and the President in a positive manner.
· Performs all other duties necessary to accomplish the objectives of the college in support of the President.
· To perform this job successfully, an individual must be able to perform each essential duty satisfactorily including learning and utilizing changing technology. The President’s assistant must preserve confidentiality of privileged and sensitive information; use independent judgment and initiative in the planning, organization, and performance of duties; and establish and maintain cooperative working relationships with those contacted in the course of work. Initiative, creativity and teamwork are essential as well as strong organizational, management, effective customer service skills, along with excellent oral and written communication skills. Proficiency of Microsoft Office applications is required. Works well with students, faculty, administration, and staff members, as well as external stakeholders and supporters. Must be qualified to become a Notary Public. Must understand and comply with Oklahoma Open Meeting Laws. The ideal candidate will be able to work under pressure, meet flexible deadlines, and set priorities while maintaining professional relationships when dealing with individuals; he or she must also value the significance of collaborative inclusiveness with a diverse employee and student population. Subject to satisfactory Fair Credit Reporting Act Disclosure which includes a criminal background check.
EDUCATION and/or EXPERIENCE: A minimum educational level of an Associate Degree is required; a Bachelor’s Degree is preferred. Office/clerical or related experience desired.
PHYSICAL DEMANDS: While performing the duties of this job, the employee is occasionally required to stand, walk, sit, push, lift, haul, pull, reach, carry, grasp, squat or stoop, bend and twist the body while performing essential duties, use hands to operate controls, reach with hands and arms, climb stairs, talk or hear. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Applicants will need to submit an application which is available online by clicking here, a letter of application, a resume, Official college transcripts, and three letters of professional recommendation to Northern Oklahoma College, Human Resources, P.O. Box 310, Tonkawa, OK 74653. EOE