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Administrative Assistant

Company: Jackson College
Location: Jackson
Posted on: November 22, 2021

Job Description:

JOBLooking to Transform and Change Lives every day? Think about joining our Jackson College team and be a part of one of the elite League for Innovation Colleges. Located in the Midwest, with four beautiful seasons, miles of golf courses and beautiful lakes parks, trails, and active downtown. Jackson has an Amtrak stop, bus service, and we are an hour from an international airport. Our employees enjoy working on a beautiful campus complete with state-of-the art facilities, a fitness trail, disc golf, on site mental, dental, physical care, and childcare. We believe in serving our community and making a positive difference to the life and future of our region by making socially responsible decisions that have real, beneficial and measurable impacts on people and the world around us. We offer competitive wages, excellent benefits, along with wonderful employee incentives! While we offer many of the amenities of larger institutions, our students, and our Total Commitment to Student Success (TCS2), is our focus. We provide small class sizes, individual professional development opportunities and a family atmosphere. Apply now for the possibility of becoming part of this great institution. This position is responsible for numerous administrative and managerial activities to support the Office of the President and the Executive Assistant to the President. Additionally, the position provides support to the College's Leadership Council when needed. The Administrative Assistant also serves as an information resource for many internal and significant external persons including trustees, community and government leaders and valued donors. The position requires a person who has a great attitude, loyalty, strong work ethic, high emotional intelligence, is confident, articulate, loyal, committed to the beliefs of the College and TCS2, and has strong organizational and communication skills. Ability to handle high pressure situations and flexibility are attributes that will make a candidate successful in this position. A high degree of maturity, combined with the ability to coordinate multiple tasks, and provide confidentiality and discretion in the required work is required.EXAMPLE OF DUTIESESSENTIAL DUTIES AND RESPONSIBILITIES minimally include the following: Works directly with the President and the Executive Assistant to the President, College Leadership Council, external constituents, faculty, and staff to assist in resolving problems addressed to the President;Works directly with the Vice President of Advancement and the Executive Assistant to the President in resolving problems addressed to the Vice President of Advancement.Is responsible for appointment setting and calendar management for the President.Responsible for assisting Executive Assistant to the President with all aspects of travel for the President, Board of Trustees and other Leadership Council members as request.Responsible for all expense reporting including processing all invoices for payment;Provides collaborative assistance to all members of the President's Leadership Council;Assists the President's Office with advance preparation of meeting materials, reports, presentations, and the compilation and collection of information from various individuals to ensure complete information is available for the President Assists the Executive Assistant with monthly board meeting preparation. Responsible for monthly credit card reconciliation for the President;Processes all business office forms to include Professional Activities Form, Travel and Expense Vouchers, Mileage Reimbursement and Reimbursement requests; Promotes a positive image of the President, Board, and College as a whole by ensuring that all communications, oral, written and presentation, adhere to professionally accepted standards;Assists in the communication flow, preparation of documents on behalf of the Executive Assistant to the President, excellent research and writing skills including the ability to write clearly and concisely, knowledge of correct form, content and proper English language. Ensures the confidentiality of legal materials and sensitive information.Provides arrangements for all meetings, tours, dinners, and VIP receptions as required;Prepare the Board Room, President's Dining Room and Conference Room as needed for meetings and events including those for the College Foundation and the Jackson Preparatory and Early College;Initiate and Coordinate facilities and IT work orders as needed;Responsible for holiday setup and d--cor for events held at the Wickwire house; Responsible for scheduling all appointments including cleaning and maintenance for the Wickwire House; andEnsure the timely ordering and maintenance of office materials and supplies.Responsible for maintenance of College Organizational Charts;Responsible for maintenance of President and Board of Trustee web pages;Responsible for understanding, supporting and actively demonstrating the College's beliefs, values, mission and vision and being in agreement to be evaluated by same.Greets all guests of the President's Office, providing assistance and hospitality as needed. Communications: InternalClose contact with President, Executive Assistant, Board of Trustees, Leadership Council, college administration, faculty and staff. ExternalContact with external organizations, partners, professionals, as well as local, state, and federal governmental authorities and agencies. In addition, there are multiple contacts with local, state, regional and national organizations.MINIMUM QUALIFICATIONSQualifications: In order to perform this job successfully, an individual must be able to perform each essential duty satisfactorily. In addition to the job requirements noted above, other items, noted below, are further representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience: Bachelor's Degree or equivalent experience is required for this position. Experience in higher education is highly desirable for this position. Advanced skill in use of technology (i.e., mastery of putting together complex PowerPoint presentations, as well as word processing, spreadsheet development, and database management) is essential. Excellent writing skills Strong organizational skillsAbility to handle a high-pressure environment. Occasional availability outside of the normal Monday-Friday 8 a.m. - 5 p.m.Language Skills: Excellent communication, customer service, and personal interaction skills are required. The position requires the ability to read, analyze and interpret a variety of communications, announcements, data tables and research reports. Further, the position requires the ability to take these aforementioned documents and provide a briefing to the Executive Assistant to the President about the most salient points.Physical Demands: The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel, as well as talking, hearing, and reading. The employee frequently is required to sit, and type on a computer keyboard. The employee is occasionally required to stand, walk and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include ability to adjust focus. The Administrative Assistant may be required to work evenings and weekends as needed. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.SUPPLEMENTAL INFORMATIONJackson College only accepts on-line applications though this system. For assistance with this, please call 517-796-8468.Jackson College supports the federal mandate requiring employers with more than 100 employees to be vaccinated or test weekly. Jackson College employees are required to submit proof of their vaccination status or provide weekly COVID -19 tests at their own expense. Employees working on Central Campus may schedule an appointment at the Health Clinic at a cost of $10.Please use your legal first and last names on your application. If you are hired, you will have the opportunity to identify and utilize your preferred name.The Jackson College Nepotism policy prohibits the hiring of direct relatives of current employees or members of the Board of Trustees including spouse, domestic partner, child, stepchild, parent, stepparent, aunt, uncle, niece/nephew, grandparent, grandchild. This policy applies to all full and part-time employees except for student workers, tutors, temporary employees and adjunct faculty.It is important that your application show all the relevant education and experience you possess (even if you are repeating it from your resume or cover letter). For instance, do not say, "See Resume or C/V." Your resume, cover letter, and if a degree is required an unofficial transcript must be attached to your application. Applications will be rejected if incomplete.When you apply for the position, you will get to the document upload area where you will be given an opportunity to attach your documents such as your vita, transcripts, etc.. Instructions will also be found there.The College reserves the right to request proof of degree or certification at a later date if these documents are required as part of the qualifications for the position. Final candidates will be subject to a criminal background as part of the employment process.If selected you will be required to complete the US Citizenship and Immigration Services, Employment Eligibility Verification form I-9 and provide documentation verifying identity and eligibility to work in the United States. Jackson College is NOT able to support Visa applications for employment at the college. Applicants must already be eligible to work in the United States to be considered.Applicants with disabilities may request accommodation to complete the application and interview process. Please notify Human Resources at least three (3) working days prior to the date of need.A copy of Jackson College's Annual Security Report and Annual Fire Safety Report is available on the JC Campus Safety & Security website. The security report contains crime statistics for the previous three years for all of our campus locations and the annual fire safety report, which contains statistics for any reported fires in campus housing units and fire safety systems in these buildings. Additionally, the report contains policies, available resources and information concerning personal safety, fire safety and reporting procedures for both crimes and fires.Jackson College is an Equal Opportunity Employer that actively supports workforce diversity.

Keywords: Jackson College, Ann Arbor , Administrative Assistant, Administration, Clerical , Jackson, Michigan

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