Hopkinsville Community College – Kentucky Community and Technical College System
Executive Administrative Assistant – President’s Office (Position 10000028)
Open Date: 07/03/24 – Close Date: 07/14/24
KCTCS is committed to achieving excellence through cultural diversity. We actively encourage applications and/or nominations of persons of color, women, veterans, persons with disabilities and other individuals.
KCTCS is an equal opportunity employer and educational institution.
POSITION DESCRIPTION
The primary purpose of the full time Executive Administrative Assistant – President’s Office is to provide executive level administrative support for Office of the President at Hopkinsville Community College.
MAJOR RESPONSIBILITIES
1. Maintain and organize President/CEO’s calendar including meetings, luncheons, special events etc.
2. Compose correspondence (internal, community, and confidential).
3. Greet and assist visitors in the office, over the phone, and via email.
4. Serve as liaison between the President/CEO and general public, faculty, staff, and students.
5. Serve as point of contact for the Hopkinsville Community College Board of Directors for meetings and general communication.
6. Coordinate faculty promotion process in collaboration with Vice President for Academic Affairs and faculty committee chair (includes serving as liaison for Hopkinsville Community College/KCTCS System Office, maintaining updated templates for promotion portfolios, creating timeline, conducting workshops, providing technical assistance, and guidance for faculty navigating the promotion process as well as the promotion review committee).
7. Prepare agenda/materials and record minutes for Cabinet, Board of Directors, Faculty Council, Staff, Leadership Team, and other committees.
8. Collaborate with Vice President for Academic Affairs to prepare for faculty meetings and annual advisory board meeting for all technical programs.
9. Collaborate with Vice President for Student Affairs to prepare for convocation.
10. Manage departmental budget and complete forms associated with purchasing, including monthly credit card report. Manage travel for the President/CEO.
11. Organize, coordinate, and set up meetings/special events.
12. Perform other duties and responsibilities as assigned.
MINIMUM REQUIREMENTS
1. Bachelor degree with three years related work experience, or equivalent.
2. Demonstrated excellent oral and written communication skills, including pleasant personality and the ability to professionally interact with the public in person, by phone and in written correspondence.
3. Demonstrated excellent organizational skills, and the ability to multi-task.
4. Self-motivated to take initiative, meet deadlines and accomplish tasks with little direct supervision in a steady work environment.
5. Organized with excellent time management skills to efficiently coordinate multiple projects.
6. Excellent computer skills, including Microsoft Word, Microsoft Excel, and database management (i.e., PeopleSoft, OnBase).
7. Demonstrated excellent customer service skills/soft skills.
8. Demonstrated attention to detail.
9. Discretion in handling high level, confidential materials related to the department.
KY law requires state and national pre-employment background checks as a condition of employment.
Review of applicants will begin July 15, 2024.
Applicants will be notified if selected for an interview.
For questions regarding the above position, contact us by
emailing hp-hr@kctcs.edu
HOW TO APPLY
