Senior Executive Assistant

Job Profile Summary

Under limited supervision, the Executive Assistant will provide a diverse range of support activities for a department, which requires specialized knowledge and comprehensive administrative, organizational and operational skills.
Employees in this classification are responsible for participating in operational planning and coordinating the development and administration of departmental operating policies and procedures.
Duties include performing day-to-day operations of answering phones, assisting visitors, preparing departmental requisitions, disbursements and purchase orders, communicating with outside vendors, creating and preparing correspondence, scheduling meetings, providing assistance with project planning and research, preparing travel arrangements, and processing payroll.

  

Minimum Education:

• Associate degree required. Bachelor's degree strongly preferred.  
• An equivalent combination of experience and education may be considered.

Minimum Experience/Training:

• At least seven years of general administrative support, office, or related experience required. Three years must be at the executive/office management level. Two years of direct supervisory or lead experience required. Experience in a higher education setting preferred. 

Essential Functions:

• Daily - 10%: Responsible for the protection and safe-keeping of confidential data acquired during the course of work using discretion and judgment regarding payroll, salary or related issues.
• Daily - 10%:Performs complex and diverse duties in support of a work area or group of individuals, programs and projects which requires interpretation and resolutions of highly varied situations and problems. 
• Daily - 10%: Composes and edits internal and external correspondence and documents including Power Point presentations, desktop publishing, Excel spreadsheets and tables. 
• Other As needed - 10%: Coordinates initiatives such as grant proposals and site visits. May be involved with research and document preparation for accreditation and institutional effectiveness, etc. May update department webpages. 
• Daily - 10%: Monitors and orders inventory. Establishes supply budgets; selects vendors, uses signature, and authorizes purchases. Responsible for staying within budget and following budgetary guidelines; participates in the planning of budgets.
• Other As needed - 10%: Plans and coordinates short-term and future high profile events. Typically creates such events from scratch. This includes invitations developed with designer and preparation/development of tentative guest lists. Planning typically requires coordination and input from multiple people/units. May represent work area at such events. 
• Daily - 10%: Schedules complex appointments, meetings, and travel arrangements working with multiple calendars and constituents; attends meetings; records, interprets, and distributes minutes from said meetings. 
• Daily- 10%: Working with leadership, drafts, monitors, and reconciles budgets. Investigates and reconciles accounting statements, fixes discrepancies, maintains personnel commitments, checks salaries, performs projections for individual accounts, monitors spending limits. Prepares and processes purchasing and accounting forms. 
• Daily - 5%: Provides support with background checks for limited access Health Science applicants.
• Daily - 5%: Delegates to and follows-up on work of others. Trains others regarding policies and procedures. May audit work of others for accuracy. May assist in the hiring decision for lower-level staff. 
• Other As needed - 10%: Performs other related duties as required, including work performed at lower levels, when necessary. 

Knowledge, Skills, and Abilities:

• Advanced PowerPoint skills.
• Ability to train and coordinates work of lower-level, office support staff, student employees, and/or temporary staff
• Ability to compose and/or assist in the development of manuals, annual reports, and/or similar documents.
• Requires office management and supervisory skills. Requires thorough understanding of own work and how it impacts operations outside own work unit.
• Ability to recognize needs of unit and how it impacts other areas at Broward and understand own role relative to all areas.
• Advanced and varied computer software skills required. Able to identify and learn new programs and software skills as necessary. Easily negotiates Internet; performs more complex searches.
• Excellent interpersonal and communication skills in order to represent the work area and the larger Broward community.

Competencies:

Respect for Others

Demonstrates respect for team members and constituents by valuing their contributions toward the goals of the work unit and the College. Maintains professionalism and contributes to a cohesive work environment

Teamwork

Cooperates and collaborates with individuals & groups that supports the mission and values of the College

Works effectively with all individuals and contributes to a positive environment by working with a diverse population of students, faculty, staff and external constituents. Contributes to an inclusive, respectful, and empowering working environment that welcomes varying perspectives

Flexibility & Adaptability

Adapts approaches as situations in the work environment changes. Supports change based on the environmental needs, emerging technologies, and system upgrades

Technical Expertise

Effectively applies concepts, theories, methods, tools, techniques, and expertise in administrative and clerical support

Continuous Improvement & Learning

Actively develops one's own skills and explores opportunities for personal learning and continuous development within the job's functionality and in support of the goals and mission of the department, division and College

Job Title

Senior Executive Assistant

  

Position Number

P0063854

    

Job Status

Full time Regular

    

Department

Student Services Administration

  

Location

Central Campus

    

Pay Grade

415

    

Salary

$47,451 - $54,569 (Salary rate commensurate with education and experience)

  

Work Shift

First Shift

   

Work Schedule

Monday - Friday

   

Hours Per Week

40

   

Posting End Date

Open Until Filled

   

Comments

To be considered for this position, a completed online employment application form along with a resume are required.

   

Designated Essential Personnel

No

   

FLSA Status

Exempt

   

Position Classification

Professional Technical Staff (PTS)

   

Special Instructions to Applicant:

For positions requiring a degree, the official transcripts are required upon hire. An unofficial copy of the degree/transcript is acceptable during the application process and must be attached to the online application. If unable to attach the documentation, please email document to [email protected] or fax to 954-201-7612, stating clearly the position name(s) and position number(s) the transcript is to be attached to.

Foreign Transcript: Transcripts issued outside of the United States require a equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the application deadline. All required documentation must be received on or before the job posting end date.

**Please note that multiple documents can be uploaded in the “Resume/CV/Transcript/License/Certification” section of the application**

Please refer to link with the instructions on how to submit an application with multiple documents. https://www.broward.edu/jobs/_docs/tutorial_external_applicant_broward_college.pdf . 

Employment is contingent upon successful completion of the required background screening process.

Broward College uses E-Verify to check employee eligibility to work in the United States.  You will be required to complete an I-9 Form and provide documentation of your identity for employment purposes.

  

Diversity and Inclusion are a priority at Broward College
Broward College is an equal opportunity employer and strongly encourages applications from eligible veterans and spouses of veterans, underrepresented groups, including minorities, women, and persons with disabilities. The College does not discriminate on the basis of age, color, disability, gender identity, genetic information, national origin, race, religion, sexual orientation or any other legally protected classification.
For inquiries regarding Title IX and the college’s non-discrimination policies, contact the Vice President for Talent and Culture at 954-201-7449, Broward College, 6400 NW 6th Way, Fort Lauderdale, FL 33309.
Applicants needing a reasonable accommodation with the application process, please contact the Talent and Culture Department at [email protected].

Disclaimer

The intent of this description is to illustrate the types of duties and responsibilities that will be required of positions given this title and should not be interpreted of describe all the specific duties and responsibilities that may be required in any particular position. Directly related education/experience beyond the minimum stated may be substituted where appropriate at the discretion of the Appointing Authority. Broward College reserves the right to revise or change job duties, job hours, and responsibilities.