Western Wyoming Community College
Executive Assistant to the College President
Western Wyoming Community College, Rock Springs, Wyoming, United States, 82926
Executive Assistant to the College President
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At Western Wyoming Community College, one of America's leading junior colleges, we believe
employees are our most valuable resource . We pride ourselves on our inclusive, growth-focused culture and our exceptional benefits package.
Benefits
Employer paid contribution of 9.37% to your retirement plan with no waiting period. Who doesn’t love free money?
We cover 82% of costs related to health, dental, and life insurance.
Generous leave time to support your work/life balance with paid holidays, sick leave and vacation time, 3 personal days, and two weeks off over Christmas break! Not to mention, you get time off at Spring Break and Friday’s off in the summer.
Have you ever wanted to take an art class? Interested in exploring entrepreneurship? FREEtuition for you, your spouse, and your dependents makes this dream a reality.
Access to amenities
like our Children’s Center, Hay Library, aquatic center, fitness center, theatre and more.
When adventure calls, head out to the Flaming Gorge Reservoir, take a hike around Mustang Loop, surf the local sand dunes, or jump in the car and travel to Salt Lake City, Jackson Hole, or Laramie. For a map of our area, and links to activities and places, view
westernwyoming.edu/outsider .
See where your career can take you when you come run with the Mustangs!
Executive Assistant Duties
Performs all clerical related duties for the President, including composition and typing of all correspondence, memoranda, position papers, reports, etc.; pre-sorts, checks enclosures, routes and otherwise handles in-coming and out-going mail; maintains and safeguards confidential and non-confidential records. Submits Absence from Campus requests for both work related and personal absence requests made by the President. Budget codes and processes credit card statements. Maintains all office files and keeps and updates a written file record. Answers and transfers telephone calls, arranges for conference calls when necessary, and takes messages on behalf of the President.
Collects information necessary to prepare agendas for selected meetings; schedules appointments; organizes numerous meetings and arranges for food service when necessary. Reserves meeting rooms and completes the appropriate Facility Use Request forms. Keeps the President’s calendar, desk calendar and Microsoft Outlook calendar up-to-date.
Maintains ongoing records of institutional grants and proposals submitted to outside agencies for funding which are mainly used for reference and/or research. These include proposals or grant requests submitted through local, state and federal agencies as well as numerous other agencies, councils, foundations, industries and businesses.
Serves as President’s liaison for scheduling College business and social events such as meetings with legislators, university, college and public school personnel, industry and business personnel, students, employees, trustees, local government officials, and special interest groups. Coordinates and assists in planning and organization of various college ceremonies.
Advises the President of educational industrial, business and civic personnel appointments and of accomplishments of interest to the College, at the President’s discretion, composes appropriate acknowledgements and letters of commendation, regrets or sympathy for review by the President.
Acts as troubleshooter for a specific problem until final resolution of the problem is made by the appropriate administrator or the Board. This is due to the nature of the office, i.e., the President’s Office is “where the buck stops.”
Works closely with faculty, administration and support staff on campus. Interacts with local, state and federal government and educational agencies in the performance of duties for this office.
Facilitates requests for use of the Board Conference Room, Board Room and President’s Conference Room.
Board of Trustees Duties
Performs all clerical duties for the Board of Trustees, including typing of all correspondence; maintains and safeguards all confidential and non-confidential records; arranges for meetings as required; routes and otherwise handles in-coming and out-going mail; answers telephone calls and arranges for conference calls when necessary.
Prepares, under the supervision of the College President, the agendas for regular monthly Board meetings and workshops as well as all special meetings and workshops that may be necessary. Collects write-ups from the Vice Presidents and prepares packets that are mailed to the Board members prior to every meeting.
Prepares legal ads for meetings, requisitions for the ads, and assures that ads are placed in the newspaper within the required timelines. Arranges for catering for a meal before each Board workshop and contacts all Board members one day prior to the meetings to determine if there will be a quorum.
Prepares revised Board packet on the day of the meeting if necessary and compiles information received from the Business Office to complete finance sheets. Sets up the Board Conference Room and Board Room with the appropriate sound and recording equipment.
Attends and records all regular and special Board meetings and obtains signatures on contracts and documents approved by the Board at the meetings. Completes detailed minutes documenting all action taken by the Board; prepares addendums with information from the meets; follows up on appropriate detail work, and labels tapes and assures they are safeguarded.
Travels off-campus to obtain Board officers’ signatures on contracts, diplomas, certificates and other documents when necessary.
Makes all travel arrangements for Board members attending various out of town meetings and conferences, including arrangements for registrations, hotel rooms, air fare if necessary. Prepares quarterly travel reimbursement documents and requisitions for payment.
Develops and maintains an annual board calendar.
Other Duties and Responsibilities
Ensures confidentiality is properly safeguarded in the handling of records of the office while cooperating with the respective members of the college community and with the general public.
Becomes familiar with the purchase requisition and/or budgeting system of the College; processes related paperwork in accordance with approved procedures.
Cooperates with other WWCC clerical personnel on various institutional undertakings as necessary.
Safeguards institutional physical resources by caring properly for assets assigned to the workstation and by prohibiting unauthorized use. Maintains an inventory of all assigned equipment and supplies, keeping proper records as necessary.
Performs other related duties as required.
Minimum Qualifications
Bachelor’s Degree in Business Administration, public relations, or in a related field.
Three (3) – Five (5) years of position specific or position related work experience with ever increasing levels of responsibility.
Knowledge
Comprehensive role of the community college
College policies, rules, regulations and guidelines
Principles and practices of PC’s and related software
Microsoft Office Software Systems
Executive secretarial practices and procedures
Principles and practices of public relations and public information matters
Telephone techniques, practices and procedures
Abilities
Communicate effectively verbally and in writing
Maintain effective working relationships with other people
Perform basic accounting functions
Maintain a typing proficiency of 60 words per minute on non-technical straight copy
Pass basic English Skills Usage Test at least at the 75th percentile
Transcribe tapes recorded at any meetings in which minutes are required
Maintain a professional and congenial demeanor when dealing with peopleMaintain confidentiality
Function in a high-pressure environment with multiple distractions and with a minimum of supervision
Work evenings to attending meetings of the Board of Trustees (usually once a month)
Interface extensively with the public
Seniority Level
Entry level
Employment type
Full-time
Job function
Administrative
Higher Education
#J-18808-Ljbffr
Get AI-powered advice on this job and more exclusive features.
At Western Wyoming Community College, one of America's leading junior colleges, we believe
employees are our most valuable resource . We pride ourselves on our inclusive, growth-focused culture and our exceptional benefits package.
Benefits
Employer paid contribution of 9.37% to your retirement plan with no waiting period. Who doesn’t love free money?
We cover 82% of costs related to health, dental, and life insurance.
Generous leave time to support your work/life balance with paid holidays, sick leave and vacation time, 3 personal days, and two weeks off over Christmas break! Not to mention, you get time off at Spring Break and Friday’s off in the summer.
Have you ever wanted to take an art class? Interested in exploring entrepreneurship? FREEtuition for you, your spouse, and your dependents makes this dream a reality.
Access to amenities
like our Children’s Center, Hay Library, aquatic center, fitness center, theatre and more.
When adventure calls, head out to the Flaming Gorge Reservoir, take a hike around Mustang Loop, surf the local sand dunes, or jump in the car and travel to Salt Lake City, Jackson Hole, or Laramie. For a map of our area, and links to activities and places, view
westernwyoming.edu/outsider .
See where your career can take you when you come run with the Mustangs!
Executive Assistant Duties
Performs all clerical related duties for the President, including composition and typing of all correspondence, memoranda, position papers, reports, etc.; pre-sorts, checks enclosures, routes and otherwise handles in-coming and out-going mail; maintains and safeguards confidential and non-confidential records. Submits Absence from Campus requests for both work related and personal absence requests made by the President. Budget codes and processes credit card statements. Maintains all office files and keeps and updates a written file record. Answers and transfers telephone calls, arranges for conference calls when necessary, and takes messages on behalf of the President.
Collects information necessary to prepare agendas for selected meetings; schedules appointments; organizes numerous meetings and arranges for food service when necessary. Reserves meeting rooms and completes the appropriate Facility Use Request forms. Keeps the President’s calendar, desk calendar and Microsoft Outlook calendar up-to-date.
Maintains ongoing records of institutional grants and proposals submitted to outside agencies for funding which are mainly used for reference and/or research. These include proposals or grant requests submitted through local, state and federal agencies as well as numerous other agencies, councils, foundations, industries and businesses.
Serves as President’s liaison for scheduling College business and social events such as meetings with legislators, university, college and public school personnel, industry and business personnel, students, employees, trustees, local government officials, and special interest groups. Coordinates and assists in planning and organization of various college ceremonies.
Advises the President of educational industrial, business and civic personnel appointments and of accomplishments of interest to the College, at the President’s discretion, composes appropriate acknowledgements and letters of commendation, regrets or sympathy for review by the President.
Acts as troubleshooter for a specific problem until final resolution of the problem is made by the appropriate administrator or the Board. This is due to the nature of the office, i.e., the President’s Office is “where the buck stops.”
Works closely with faculty, administration and support staff on campus. Interacts with local, state and federal government and educational agencies in the performance of duties for this office.
Facilitates requests for use of the Board Conference Room, Board Room and President’s Conference Room.
Board of Trustees Duties
Performs all clerical duties for the Board of Trustees, including typing of all correspondence; maintains and safeguards all confidential and non-confidential records; arranges for meetings as required; routes and otherwise handles in-coming and out-going mail; answers telephone calls and arranges for conference calls when necessary.
Prepares, under the supervision of the College President, the agendas for regular monthly Board meetings and workshops as well as all special meetings and workshops that may be necessary. Collects write-ups from the Vice Presidents and prepares packets that are mailed to the Board members prior to every meeting.
Prepares legal ads for meetings, requisitions for the ads, and assures that ads are placed in the newspaper within the required timelines. Arranges for catering for a meal before each Board workshop and contacts all Board members one day prior to the meetings to determine if there will be a quorum.
Prepares revised Board packet on the day of the meeting if necessary and compiles information received from the Business Office to complete finance sheets. Sets up the Board Conference Room and Board Room with the appropriate sound and recording equipment.
Attends and records all regular and special Board meetings and obtains signatures on contracts and documents approved by the Board at the meetings. Completes detailed minutes documenting all action taken by the Board; prepares addendums with information from the meets; follows up on appropriate detail work, and labels tapes and assures they are safeguarded.
Travels off-campus to obtain Board officers’ signatures on contracts, diplomas, certificates and other documents when necessary.
Makes all travel arrangements for Board members attending various out of town meetings and conferences, including arrangements for registrations, hotel rooms, air fare if necessary. Prepares quarterly travel reimbursement documents and requisitions for payment.
Develops and maintains an annual board calendar.
Other Duties and Responsibilities
Ensures confidentiality is properly safeguarded in the handling of records of the office while cooperating with the respective members of the college community and with the general public.
Becomes familiar with the purchase requisition and/or budgeting system of the College; processes related paperwork in accordance with approved procedures.
Cooperates with other WWCC clerical personnel on various institutional undertakings as necessary.
Safeguards institutional physical resources by caring properly for assets assigned to the workstation and by prohibiting unauthorized use. Maintains an inventory of all assigned equipment and supplies, keeping proper records as necessary.
Performs other related duties as required.
Minimum Qualifications
Bachelor’s Degree in Business Administration, public relations, or in a related field.
Three (3) – Five (5) years of position specific or position related work experience with ever increasing levels of responsibility.
Knowledge
Comprehensive role of the community college
College policies, rules, regulations and guidelines
Principles and practices of PC’s and related software
Microsoft Office Software Systems
Executive secretarial practices and procedures
Principles and practices of public relations and public information matters
Telephone techniques, practices and procedures
Abilities
Communicate effectively verbally and in writing
Maintain effective working relationships with other people
Perform basic accounting functions
Maintain a typing proficiency of 60 words per minute on non-technical straight copy
Pass basic English Skills Usage Test at least at the 75th percentile
Transcribe tapes recorded at any meetings in which minutes are required
Maintain a professional and congenial demeanor when dealing with peopleMaintain confidentiality
Function in a high-pressure environment with multiple distractions and with a minimum of supervision
Work evenings to attending meetings of the Board of Trustees (usually once a month)
Interface extensively with the public
Seniority Level
Entry level
Employment type
Full-time
Job function
Administrative
Higher Education
#J-18808-Ljbffr