Administrative Assistant - Vice Chancellor Business and Finance
Blinn College
Posting Details
2. Some experience working in an office setting through student work, work study, volunteer work, or employment in a similar type of environment.
3. Current driver’s license.
4. Ability to travel between all campuses, as needed.
5. Competencies in MS WORD, EXCEL, and Outlook Special Notes To Applicants This is a 12 month, benefits-eligible position. Blinn College pays 100% of health insurance for full-time employees, 50% for dependents, and two times your annual salary in life insurance benefits. Optional coverage can begin on your first active duty date. If you would like to review insurance benefits in advance, you can access the New Employee Benefits Guide online, http://www.ers.state.tx.us/New-Employee/Insurance/.
Yearly leave time includes:
· 96 hours vacation· 40 hours discretionary· 16 hours personal· 8 hours sick each month.· Paid leave for college designated holiday’s, spring break, Thanksgiving, and Christmas break (approx. 25 days per year) Quick Link https://employment.blinn.edu/postings/12234 Position Details Principal Accountabilities Principal Accountabilities 1. Work collaboratively and professionally with and across all college service units, as needed, to assist the VC in promoting a positive and responsive communication.
2. Communicate effectively and positively with external partners who contact the office of Business and Finance, to assist the VC in ensuring responsive and timely communication.
3. Receive and screen incoming visitors and calls by providing information and answering questions/requests from faculty, staff, and students; directing each to appropriate resources, as needed.
4. Plan and coordinate professional meetings and conferences by organizing events and setting up travel arrangements for the VC.
5. Develops and prepares agendas for various departmental meetings: coordinates and attends meetings as appropriate; prepares and distributes minutes to appropriate personnel.
6. Tracks and reconciles all budget accounts for the vice chancellor
7. Provide mentoring and training for other staff by arranging and scheduling employee training and or organizing training materials, including student workers.
8. Read and screen incoming reports, correspondence, communications; thus making preliminary assessments as to items needed by VC for decision making.
9. Prepare sensitive and confidential documents by researching, compiling, and assimilating items for review by the VC.
10. Coordinate the calendars, as requested, of the VC by entering events, checking availability, and sending calendar invites.
11. Assist other college district departments by providing information to contribute to the resolution of student, faculty, or staff issues, as directed by VC.
12. Monitor inventory and purchasing by checking budget categories and preparing purchase requisitions as needed.
13. Maintain and track daily office processes by establishing effective office procedures and processes. Make recommendations, as needed, for improvements.
14. Resolve equipment repair and issues by submitting appropriate requests and providing follow-up to ensure that solutions are satisfactory.
15. Ensure that printers, copiers, and other office equipment is “user ready” by stocking and replenishing paper, print cartridges, etc. as needed.
16. Monitor office operating practices and procedures by reviewing operating practices and procedures and make recommendations to the VC on improvements in areas such as workflow, reporting procedures, or expenditures, and report findings to the VC.
17. Assists program areas by constructing database managing resources, setting up ad-hoc committees and advisory board meetings as requested by the VC.
18. Maintain confidentiality in sensitive matters.
19. Arrange travel
20. Other duties as assigned. Minimum Qualifications Minimum Qualifications 1. Associate degree or Two or more years of college in Communication, Leadership, Business Administration, Office Administration
2. Some experience working in an office setting through student work, work study, volunteer work, or employment in a similar type of environment.
3. Current driver’s license.
4. Ability to travel between all campuses, as needed.
5. Competencies in MS WORD, EXCEL, and Outlook Minimum Competencies Minimum Competencies 1. Effectively communicate with supervisors, peers, and subordinates by telephone, in written format (letters/memos/emails), and in person.
2. Perform administrative activities as detailed in the principal accountabilities with a high degree of accuracy and attention to detail.
3. Interact with computers and essential software to create documents, spreadsheets, databases, PowerPoint presentations, etc. at a mastery level.
4. Observe, receive, process, and otherwise collect information from all relevant sources – and to disseminate in an organized and effective manner.
5. Establish and maintain effective and constructive interpersonal relationships with both internal and external stakeholders.
6. Organize, plan, and prioritize multiple work projects – by setting goals and timelines – with limited supervision and with a high degree of accuracy.
7. Analyze information and evaluate results to choose the best solution and effectively solve problems within the scope of this job description and principal accountabilities.
8. Think creatively – and thus develop, design, or create new applications, ideas, relationships, systems, or resources – thereby improving the efficiency and effectiveness of the Business Services area.
9. Keep up-to-date on both essential and advanced technical skills – and to apply new knowledge to job tasks.
10. Meet all deadlines in an effective and efficient manner. Preferred Qualifications Preferred Qualifications 1. Bachelor or Master degree preferably in Business, Business Administration, Communication, or Leadership
2. Experience with Banner software. Preferred Competencies Preferred Competencies 1. Microsoft certifications in related software areas. Working Conditions Are there particular working conditions associated with this job that should be noted (I.E., working environment, hours of work, workspace, etc.)? No If 'Yes', please explain Physical and Mental Requirements Physical and Mental Requirements: Moderate lifting, 15 to 44 lbs., Light lifting, under 15 lbs., Moderate carrying, 15 to 44 lbs., Light carrying, under 15 lbs., Sitting, Operating office equipment, Seeing, Identifying colors, Depth perception, Hearing (with aid), Hearing (without aid), Writing, Counting, Reading, Telling time Custom Text One Environmental Requirements Environmental Requirements: Travel by car (enter percentage of time in below field) Custom Text Two 10% Supplemental Questions
VEVRRA Federal Contractor – Priority referral protected veterans requested.
Position Information Requisition Number 2024089P Position Title Administrative Assistant - Vice Chancellor Business and Finance Salary Range $38,551 + experience DBM Rating B24 Job Type Full Time Job Category Professional/Staff Anticipated Start Date 01/06/2025 Campus Brenham Application Deadline Extended Open Deadline FLSA Non-Exempt Security Sensitive? Yes Work Hours 8 - 5 Monday - Friday occasional evening Position Summary Information Objective Provide support for the Office of Business and Finance in particular the Vice Chancellor, including, but not limited to: performance of advanced administrative assistant tasks, maintain calendar, organize and coordinate conferences and meetings, receptionist duties, etc. Required Quals Summary Associate degree or Two or more years of college in Communication, Leadership, Business Administration, Office Administration2. Some experience working in an office setting through student work, work study, volunteer work, or employment in a similar type of environment.
3. Current driver’s license.
4. Ability to travel between all campuses, as needed.
5. Competencies in MS WORD, EXCEL, and Outlook Special Notes To Applicants This is a 12 month, benefits-eligible position. Blinn College pays 100% of health insurance for full-time employees, 50% for dependents, and two times your annual salary in life insurance benefits. Optional coverage can begin on your first active duty date. If you would like to review insurance benefits in advance, you can access the New Employee Benefits Guide online, http://www.ers.state.tx.us/New-Employee/Insurance/.
Yearly leave time includes:
· 96 hours vacation· 40 hours discretionary· 16 hours personal· 8 hours sick each month.· Paid leave for college designated holiday’s, spring break, Thanksgiving, and Christmas break (approx. 25 days per year) Quick Link https://employment.blinn.edu/postings/12234 Position Details Principal Accountabilities Principal Accountabilities 1. Work collaboratively and professionally with and across all college service units, as needed, to assist the VC in promoting a positive and responsive communication.
2. Communicate effectively and positively with external partners who contact the office of Business and Finance, to assist the VC in ensuring responsive and timely communication.
3. Receive and screen incoming visitors and calls by providing information and answering questions/requests from faculty, staff, and students; directing each to appropriate resources, as needed.
4. Plan and coordinate professional meetings and conferences by organizing events and setting up travel arrangements for the VC.
5. Develops and prepares agendas for various departmental meetings: coordinates and attends meetings as appropriate; prepares and distributes minutes to appropriate personnel.
6. Tracks and reconciles all budget accounts for the vice chancellor
7. Provide mentoring and training for other staff by arranging and scheduling employee training and or organizing training materials, including student workers.
8. Read and screen incoming reports, correspondence, communications; thus making preliminary assessments as to items needed by VC for decision making.
9. Prepare sensitive and confidential documents by researching, compiling, and assimilating items for review by the VC.
10. Coordinate the calendars, as requested, of the VC by entering events, checking availability, and sending calendar invites.
11. Assist other college district departments by providing information to contribute to the resolution of student, faculty, or staff issues, as directed by VC.
12. Monitor inventory and purchasing by checking budget categories and preparing purchase requisitions as needed.
13. Maintain and track daily office processes by establishing effective office procedures and processes. Make recommendations, as needed, for improvements.
14. Resolve equipment repair and issues by submitting appropriate requests and providing follow-up to ensure that solutions are satisfactory.
15. Ensure that printers, copiers, and other office equipment is “user ready” by stocking and replenishing paper, print cartridges, etc. as needed.
16. Monitor office operating practices and procedures by reviewing operating practices and procedures and make recommendations to the VC on improvements in areas such as workflow, reporting procedures, or expenditures, and report findings to the VC.
17. Assists program areas by constructing database managing resources, setting up ad-hoc committees and advisory board meetings as requested by the VC.
18. Maintain confidentiality in sensitive matters.
19. Arrange travel
20. Other duties as assigned. Minimum Qualifications Minimum Qualifications 1. Associate degree or Two or more years of college in Communication, Leadership, Business Administration, Office Administration
2. Some experience working in an office setting through student work, work study, volunteer work, or employment in a similar type of environment.
3. Current driver’s license.
4. Ability to travel between all campuses, as needed.
5. Competencies in MS WORD, EXCEL, and Outlook Minimum Competencies Minimum Competencies 1. Effectively communicate with supervisors, peers, and subordinates by telephone, in written format (letters/memos/emails), and in person.
2. Perform administrative activities as detailed in the principal accountabilities with a high degree of accuracy and attention to detail.
3. Interact with computers and essential software to create documents, spreadsheets, databases, PowerPoint presentations, etc. at a mastery level.
4. Observe, receive, process, and otherwise collect information from all relevant sources – and to disseminate in an organized and effective manner.
5. Establish and maintain effective and constructive interpersonal relationships with both internal and external stakeholders.
6. Organize, plan, and prioritize multiple work projects – by setting goals and timelines – with limited supervision and with a high degree of accuracy.
7. Analyze information and evaluate results to choose the best solution and effectively solve problems within the scope of this job description and principal accountabilities.
8. Think creatively – and thus develop, design, or create new applications, ideas, relationships, systems, or resources – thereby improving the efficiency and effectiveness of the Business Services area.
9. Keep up-to-date on both essential and advanced technical skills – and to apply new knowledge to job tasks.
10. Meet all deadlines in an effective and efficient manner. Preferred Qualifications Preferred Qualifications 1. Bachelor or Master degree preferably in Business, Business Administration, Communication, or Leadership
2. Experience with Banner software. Preferred Competencies Preferred Competencies 1. Microsoft certifications in related software areas. Working Conditions Are there particular working conditions associated with this job that should be noted (I.E., working environment, hours of work, workspace, etc.)? No If 'Yes', please explain Physical and Mental Requirements Physical and Mental Requirements: Moderate lifting, 15 to 44 lbs., Light lifting, under 15 lbs., Moderate carrying, 15 to 44 lbs., Light carrying, under 15 lbs., Sitting, Operating office equipment, Seeing, Identifying colors, Depth perception, Hearing (with aid), Hearing (without aid), Writing, Counting, Reading, Telling time Custom Text One Environmental Requirements Environmental Requirements: Travel by car (enter percentage of time in below field) Custom Text Two 10% Supplemental Questions
Required fields are indicated with an asterisk (*).
* Please indicate your highest degree level. Associate Degree Bachelor Degree Master Degree Doctorate Degree Other Degree * Describe your experience with handling confidential information.(Open Ended Question)
* This position requires attention to detail, accuracy, and the ability to work independently at a variety of tasks. Please describe any experience you have demonstrating these abilities.(Open Ended Question)
* Please describe your experience working in an office type setting.(Open Ended Question)
* Please describe your computer skills, including your abilities with Microsoft Word, Excel, and Outlook.(Open Ended Question)
* Tell us about your career goals and how this position fits within those.(Open Ended Question)
* Please describe your experience working on a team of employees, or collaborating with others at work.(Open Ended Question)
* Tell us about your conflict resolution skills. Please provide an example of a real situation.(Open Ended Question)
* Have the jobs you held in the past required little attention, moderate attention, or a great deal of attention to detail? Give me an example of a situation that illustrates this requirement.(Open Ended Question)
* How did you hear about this employment opportunity? Advertisement (specify in next question below) Blinn Website Blinn Employee Internet Site (specify in next question below) Indeed Higher Ed Jobs HERC - Higher Education Recruitment Consortium TACC - Texas Association of Community Colleges Other (specify in next question below) If in the previous question you selected "Advertisement", "Internet Site", or "Other", please specify how you heard about this employment opportunity.(Open Ended Question)
* To be eligible for employment in the U.S. and at Blinn College, will you now or in the future require Blinn College to commence ("sponsor") an immigration case in order to employ you (for example, H-1B or other employment-based immigration case)? This is sometimes called "sponsorship" for an employment-based visa status. Yes, I will now or in the future need H-1B visa sponsorship No, I will not need sponsorship now or in the future for an H-1B visa * Please choose all that apply below. If you answer yes to any, please upload a copy of your DD214 or DD1300 in the optional documents section. For definition of claiming military employment preference please see the following website:http://www.statutes.legis.state.tx.us/Docs/GV/pdf/GV.657.pdf) Yes, I am a veteran, including a veteran with a disability. Yes, I am a veteran's spouse who has not remarried. Yes, I am the spouse of a member of the United States Armed Forces or Texas National Guard serving on active duty. Yes, I am an orphan of a veteran who was killed while on active duty. Yes, I am a veteran who received a dishonorable discharge from the military because I refused the COVID vaccine. Yes, I am claiming military employment preference. No, to all the above. * Are you employed part-time or full time in an overtime eligible position at another state agency or institution of higher education? Do you plan to continue your employment if hired at Blinn College? Yes, I am in an overtime eligible position and Yes I plan to continue Yes, I am in an overtime eligible position and No I do not plan to continue No, I am not in an overtime eligible position and Yes I plan to continue No, I am not in an overtime eligible position and No I do not plan to continue I am not employed by another state agency or institution of higher education Applicant Documents Required Documents Resume Cover Letter Optional Documents Unofficial Other Transcripts 1 Unofficial Other Transcripts 2 Other Document 1 Other Document 2 DD214 (required for Veteran's or Veteran's preference) DD1300 (required for orphan's or surviving spouse)
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