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Executive Secretary - Division of Technology

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Executive Secretary - Division of Technology

Salary

$29,500.00 - $35,243.00 Annually

Location

South Charleston, WV

Job Type

Classified Staff

Job Number

308

Division

Academic Affairs

Opening Date

04/15/2024

Description

This position reports to the Dean of Technology. This position assists the Dean by performing varied administrative tasks and relieving the Dean of a variety of administrative details. Assignments are planned and carried out using self-initiative without detailed instructions. The position serves to increase the capacity of the Dean, rather than a separate entity. Work provides guidance and service that affects many employees, students, and other individuals. Decisions and recommendations may involve non-routine situations within established protocol, guidelines, and/or policies. This position is full-time, benefits eligible, and classified. Salary offer will be commensurate with education and experience.

Examples of Duties

• Bring to Dean’s attention critical problems needing immediate action, preparing responses as appropriate, communicating with key contracts, prioritizing incoming mail, phone messages, and electronic mail

• Coordinates and monitors activities within the Dean’s area of responsibility

• Composes reports and correspondence for review and signature of Dean containing decisions which tend to establish precedents, and which may commit a department and its Dean to a course of action

• Assists Dean with special projects

• Supervision of Work Study students

• Functions as a liaison in order to assist faculty/staff on administrative problems and procedures and assists them in interpreting departmental policies

• Maintains data on all adjunct faculty assigned to department, completes all part-time contracts for signature, and ensures that all adjunct contracts make it through to payroll

• Arranges, participates in, and implements as directed, conferences, workshops, special events, receptions, and committee meetings

• Maintains manuals of the department’s policies and procedures

• Coordinates and enters all textbook orders for the division

• Enters, updates, and corrects all division semester schedules in Banner

• Keeps current on all training and changes associated with Banner

• Assists Dean in budget submission/compliance and financial management of resources

• Maintains a current record of division budget and expenditures to date

• Coordinates the activities of and provides professional service to college committees

• Responsible for the preparation of department purchase orders, supply orders, travel requests, and reconciliation before being sent for final processing

• Maintains a current record of division advising assignments and update it each semester, amending assignments as determined by the Dean

• Promotes a professional atmosphere within the division and college

• Interfaces professionally with each member of the division, college, and community

• Attends work consistently

• Maintains the division’s schedule in Outlook

• Will also be required to interact with students, personnel (both full and part time) interdepartmental as well other BVCTC departments

• Other duties as assigned

Qualifications

• Associate degree

• Must be able to multitask, demonstrate organizational skills, and possess excellent computer skills

• The ability to communicate both written and orally

• Ability to use computer applications – current versions of Microsoft Office, including Word, Powerpoint, Outlook, and Excel as well as the current version of Banner and Right Signature

• Must be able to interact effectively with a diverse population

• Must be able to obtain and stay eligible for a College Purchasing Card (P-Card)

• Certified Professional Secretary Designation preferred

• Must have the ability to reason logically, analyze, and solve problems

• Must have the ability to plan, coordinate, and initiate actions necessary to implement administrative or group decisions and recommendations

• Must have the ability to define procedural problems; collect and evaluate data, draw valid conclusions and project consequences of various alternative recommendations

• Must have the ability to establish and maintain cooperative working relationships

• Must have the ability to utilize a computer and various software packages in order to compose letters, reports, and conceptual papers

• Must have the ability to travel on and off campus with and/or as a representative of the Dean

• Must have the ability to communicate in highly controversial situations and implement negotiation and conflict resolution skills

• Must have the ability to carry out assignments without detailed instructions

• Must have the ability to speak in public and in groups to articulate the activities of the department in a professional manner

• Must have the ability to maintain proper unit attendance and punctuality standard

Additional Information

BridgeValley will not accept incomplete applications. Please fill out the application completely, even though the resume may include the same information.

Employment is subject to satisfactory results on background check.

We are interested in every qualified candidate who is eligible to work in the United States. However, we are not able to sponsor candidates requiring a visa.

BridgeValley Community and Technical College promotes student success, prepares a skilled workforce, and builds tomorrow's leaders by providing access to quality education.

BridgeValley is an equal employment opportunity employer and affirmative action institution that does not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected status in its employment, programs, activities.

Please contact the Human Resources office at 304-205-6606 if you need assistance or reasonable accommodation in the hiring process.

Agency

BridgeValley CTC

Address

2001 Union Carbide Drive South Charleston, West Virginia, 25303

Phone

304-205-6606

Website

http://www.BridgeValley.edu/jobs