Executive Assistant - Moore County Campus

Summary

At Amarillo College, our mission is: Transforming our community and economy through learning, innovation, and achievement. Every team member, regardless of job title or duties, is responsible first and foremost, for assisting students in every way.

This is an exciting time to work for Amarillo College! We are seeking our next Executive Assistant - Moore County Campus who will be all-in on our mission and who will provide advanced executive support by conducting research, preparing reports, handling information requests and performing administrative functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings and events.

Qualifications

EDUCATION :
Required: Associate Degree or two (2) years of Executive Assistant, Administrative Assistant or related work experience.

Preferred: Bachelors Degree

EXPERIENCE
Required: Three (3) years of experience as an Executive Assistant, Administrative Assistant or similar role.

Preferred: Five (5) to seven (7) years of experience providing advanced executive support.

CERTIFICATIONS/LICENSES:
Preferred: Notary Public or willing to receive within 90 days of hire.

Job Duties & Responsibilities

• Prepare annual base budget to reflect planned expenditures.
• Maintain and monitor budget performance with the Dean.
• Project expenditures for a balanced budget.
• Provide support to academic leaders, faculty, and staff regarding budgeting and expenses.
• Provide supervision to part-time assistant(s) in the department.
• Assist in budget review with the Dean of Operations.
• Manage communications, including answering phone calls, and responses to emails.
• Maintain schedules, scheduling appointments, meetings, and travel arrangements.
• Organize and manage files, both electronic and physical, ensuring documents are appropriately labeled and filed.
• Conduct research and compile data for reports, presentations, and other projects as assigned.
• Assist with special projects, events, and other duties assigned by the Dean of Operations.
• Prepare and/or complete reports
• Develop and maintain campus operating procedures.
• Take notes and/or minutes of meetings and assemble/organize materials.
• Assist and provide support to faculty, students, and administrative personnel.
• Maintain office files to enable quick retrieval or records.
• Create reports in Excel, Access, Colleague and/or Business Objects.
• Order/restock equipment and supplies for the office and other campus departments.
• Perform other duties as assigned.
• As an Amarillo College employee, seek knowledge of and pledge to actively engage in a culture of caring striving to serve students, peers and the community by embracing the AC Core Values: Wow, Family, Fun, Innovation, and Yes!

Knowledge, Skills & Abilities

• Ability to maintain various state and federal reports.
• Ability to work with continual interruptions which necessitates being flexible in adapting to changes in priorities, assignments, and other interruptions which may impact pre-established timelines for completing assignments.
• Strong attention to detail skills.
• Effective communication skills both written and verbally.
• Maintain a commitment to discretion and confidentiality concerning sensitive information.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
• Knowledge of principles and processes for providing excellent customer service. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of basic computer use, Internet software, Microsoft Office products (Word, Access, Outlook, Excel and PowerPoint,) and Colleague.
• Knowledge of Zoom, Google Meets, Google Teams and virtual environment platforms.
• Ability to learn Business Objects and Watermark platforms.
• Strong verbal and written communication skills.
• Knowledge of budget processes and documentation.

Salary: Amarillo College follows a lag pay strategy, with starting offers typically between the minimum and midpoint of the pay grade, rarely reaching the maximum to support long-term growth within each position.

Pay grade 9 Amarillo College Pay Grades (salary is determined by Human Resources based on education, work experience and internal comparisons).

Physical Demands: While performing the duties of this job, the employee is frequently required to travel between offices and buildings, and requires the ability to lift, carry, push, pull and/or maneuver office supplies as needed.

Working Conditions: Must be willing to work a flexible schedule (days, nights, weekends, holidays, and varying events if necessary.)

Work Environment: This position operates in a professional office environment, routinely uses standard office equipment (i.e. computers, phones, copy and fax machines, filing cabinets) and is in a high traffic area with continual interruptions. Software commonly used includes Microsoft Office, Colleague, and various other educational applications. Work may also be performed outside of the office and with little to no supervision.

Travel Expectations: Will occasionally travel to other AC Campuses.