Position TitleAdministrative Assistant II, People & Workplace Culture
Open Internally or ExternallyExternal
If faculty, tenure track statusNot Applicable
Reports to (title)Associate Vice President, People & Workplace Culture
DepartmentPeople & Workplace Culture (7i0)
Position TypeNew position
Job Open Date05/23/2019
Open Until FilledYes
Priority Review Date05/30/2019
As the Administrative Assistant to the Associate Vice President, People and Workplace Culture, (AVP) you’re at the heart of the People and Workplace Culture team operations. You will anticipate the needs of leaders and help them stay focused on their projects by being proactive and striving to resolve administrative issues before they arise. You will be an essential member of a team passionate about the people experience at Salt Lake Community College.
This role requires an ability to work independently on assignments and demonstrate sound judgment and a passion for people. The right candidate will have a strong bias for action and the ability to think proactively and strategically – while keeping a people-centered approach. A high level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside and outside the College is imperative.
Essential Responsibilities and Duties
- Provide a bridge for smooth communication between the AVP and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff across the College
- Perform tasks effectively under time lines; ability to represent the College and handle stress in an office environment; knowledge of specific office and college policies, procedures and operations
- Utilize various software applications to enhance operations
- Assist in projects, including conducting research, analyzing information, compiling and writing reports
- Perform administrative and secretarial functions for the AVP and office which includes compiling, writing, and editing quality finished memorandum, correspondence, reports, etc.
- Process and track fiscal budgetary documents, which may include departmental requisitions, budget transfers, Informed Budget Requests, and monthly and annual expense and budget reconciliations.
- Maintain office supplies and equipment
- Perform administrative tasks such as managing calendars, booking travel and scheduling facilities and equipment
- Work collaboratively with other administrative assistants and team members within People & Workplace Culture and at Salt Lake Community College
- Participate in meetings, prepare agendas, take and distribute meeting notes and coordinate meals for onsite meetings when needed
- Event planning, including assisting with large department celebrations, team off-sites, internal events, meetings, department parties, etc.
People & Workplace Culture (PWC) Administrative Support
- As PWC evolves, provide flexible and dynamic support to initiatives to enhance the employee experience at Salt Lake Community College
- Provide support to department leaders within People & Workplace Culture, as needed
- Mentor new team members
- Build efficiency and effective responsiveness into existing operations
People Event Support
- Serve as administrative partner for annual Employee Recognition event, in collaboration with College Events team
- Provide lead administrative support for other college and organization-level programs and events, as needed
- Other duties as assigned
Experience with event planning
Experience with writing and/or editing formal communication
Experience managing budgets
Experience handling complex calendars
Experience in a dynamic, fast paced environment
Three (3) years direct full time experience
Experience with Microsoft products (Word, Excel, Powerpoint, Excel, etc.)
Two (2) years of post high school education.
Trade off 1:1 in experience/education requirement.
Knowledge, Skills & Abilities
Effectively communicate and collaborate with a diverse range of people and job functions.
Excellent communication and interpersonal skills; proven ability to take initiative and build strong, productive relationships.
Ability to follow oral and written procedures and manage multiple projects; ability to research and analyze information; ability to take notes or shorthand;
Strong knowledge of business English, math, spelling, punctuation, vocabulary, filing, general office methods and procedures
Ability to professionally greet visitors and guests.
Knowledge of how to schedule meetings and manage calendars using Outlook or similar technology.
Ability to organize paperwork, data and projects
Ability to communicate professionally, with proper grammar, in both in oral and written format, which includes compiling, writing, and editing quality finished memorandum, correspondence, reports, etc
Knowledge of basic budgeting principles and actions, including how to process fiscal and budgetary documents such as office requisitions, inventories, employment records, and budget/purchasing reconciliations
Must demonstrate passion and enthusiasm for workplace culture and ta positive employee experience
Strong organizational and communication skills, team orientated philosophy and problem solving skills
Ability to consistently and positively contribute in a high-paced, changing work environment with the ability to prioritize multiple functions and tasks and manage work time efficiently.
Ability to adhere to an expectation of complete confidentiality on all business matters.
Experience using an office phone system and online workplace application
Ability to communicate effectively with a broad range of diverse people, ability, culture, ethnic background, to maintain good working relationships across the College.
Ability to work with and value all groups in a diverse academic, socioeconomic, cultural and ethnic background of community college students, faculty and staff, including those with disabilities.
Please indicate on your resume if your work experience is full-time or part-time.
Full-time employee benefits summary: http://i.slcc.edu/hr/docs/benefits-summary-18-19.pdf
Salt Lake Community College (SLCC) is fully committed to policies of equal employment and nondiscrimination. The College does not discriminate on the basis of race, color, national origin, age, sex, sexual orientation, gender identity, genetic information, disability, religion, protected veteran status, expression of political or personal beliefs outside of the workplace, or any other status protected under applicable federal, state, or local law.
SLCC is a participating employer with Utah Retirement Systems (“URS”).
This position may require the successful completion of a criminal background check.