Administrative Secretary, Foundation

The Foundation Secretary will perform a full range of complex administrative support and secretarial functions for senior management. Interactions occur with a variety of individuals within the College, the general public, friends and donors. These duties also include clerical, office management, preparing various typewritten documents, filing and managing records, greeting visitors, and maintaining department budgets.

Salary: Appropriate placement on Salary Schedule E3, Grade 5: $32,966 – $48,728

Applicants must meet the minimum qualifications and must submit a complete application packet to be considered. A complete application consists of the following:

• Online application
• Current résumé
• Copy of college transcripts (Transcript must confirm applicant meets educational requirements.)

• Maintains the department calendar, schedules meetings and events and prepares and distributes agendas. Arranges meetings/functions with community and other external groups and coordinates the logistics of meetings and gatherings.
• Serves as a liaison to or represents the administrator or division in dealings with both internal and external customers and organizations.
• Greets and responds to both internal and external customers via the telephone and in person refers individuals to appropriate departments as necessary. Provides direction and/or assistance in resolving problems, issues and/or complaints that may be sensitive in nature.
• Researches, compiles, analyzes and summarizes data for regularly assigned or special projects.
• Compiles, composes edits, produces and distributes a variety of documents including correspondence, policies, reports, speeches and presentations.
• Organizes and arranges all aspects of quarterly board meetings including preparing all agendas, board and subcommittee materials for board meetings.
• Records meeting minutes and transcribes them for distribution and review.
• Disseminates oral and written communication and information as requested to internal staff and external customers. Serves as a clearinghouse for communications to the college with regard to respective areas assigned.
• Reviews and/or prepares and processes paperwork and/or electronic requests which may include requisitions, timesheets, grants, personnel actions, employment contracts etc.
• Coordinates and assists in the preparation and monitoring/tracking of the organization’s budgets, grants, initiatives and/or funding sources as assigned. Analyzes financial reports, constraints and timelines prepares requests for fund transfers. Handles or assists with financial transactions and control procedures. Processes expenditures, purchases, budget transfers and other actions. Develops and analyzes financial reports and maintains selected fiscal records.
• Makes extensive use of technological resources including all desktop office programs, Internet, Intranet, email and other technologies as required by area of assignment.
• Inputs and retrieves information from the college databases and other mainframe and/or microcomputer information systems. May create or revise databases used by the administrator or department.
• Performs a broad range of general office support functions including creating and/or maintaining files and records following established archival guidelines. Oversees the use of office equipment and supplies coordinates with other support departments.
• Orders and maintains an adequate inventory of office supplies and equipment utilizing college purchasing card and ensure adherence to college purchasing guidelines. Tracks supply expenditures.
• Attends/participates in meetings or serves on committees and work groups for respective area. May prepare draft procedural documents for final committee/work group review may also take notes or prepare minutes. Assists or coordinates registration and facilities accommodations for internal conferences or events on campus as required by area of assignment.
• Make travel arrangements and prepare and properly submit travel and expense claims.
• May be assigned responsibility for training, guiding or reviewing the work of other office support staff or work study and student help.
• Perform related work as assigned.

• A minimum of one (1) year (32 semester hours) of postsecondary education from an accredited institution with a minimum of 16 semester hours in secretarial or related field and a minimum of one (1) year of secretarial work experience is required OR a minimum of one (1) year (32 semester hours) of postsecondary education from an accredited institution and a minimum of three (3) years secretarial work experience is required.
• Ability to utilize Excel or other database software (such as Access) to enter, format, sort and analyze information and prepare reports is required.
• Ability to utilize Word or other word processing tools to prepare and communicate information is required.

Preference will be given to candidates who can demonstrate through their experiences and accomplishments:

• Effective oral and written communication skills
• Possess ability to perform some or all of the responsibilities above and other related duties as assigned.
• Knowledge of community college policies and procedures
• Knowledge of rules of grammar
• Ability to work non-standard hours
• Possess valid driver license
• Knowledge of generally accepted office practices and procedures
• Knowledge of general budgeting and accounting processes and procedures and tracking
• Skill in operating a mouse to control a computer
• Skill in operating a computer including tablets and smart phones
• Skill in utilizing a multi-line phone system
• Skill in operating a fax machine, copier, scanner, calculator printer, camera
• Ability to follow instructions and adhere to prescribed routines
• Ability to make decisions based on correspondence, data or other information
• Ability to utilize and search the internet for information
• Ability to multi-task and prioritize issues
• Ability to maintain confidential information
• Ability to work and communicate with a variety of people from diverse backgrounds
• Ability to utilize email systems to communicate information
• Ability to work with minimal supervision/work independently
• Ability to operate in a professional manner at all times
• Ability to greet individuals of any background with friendliness, tact and courtesy
• Ability to draft letters and other correspondence
• Ability to proof and correct materials according to rules of grammar and business etiquette
• Ability to operate in high pressure situations and respond to issues in a calm manner
• Ability to manage “upward” to ensure the schedule and priorities of manager are maintained
• Conscientious – care about how work is done and desire to do a good job
• Initiative – responding to downtime by taking responsibility to do other work
• A focus on detail
• A focus on being friendly and patient in responding to customer needs
• Willingness and desire to learn new things and apply that learning
• Willingness to maintain flexibility in order to meet customer needs
• A positive attitude regardless of circumstances at hand
• Confidence in decision making and communication skills
• Willingness to enthusiastically learn all/most aspects of the operation.

Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed application packet in order to be considered for this position. Complete application files must be received no later than the application deadline. Applicants who fail to submit all required information will be disqualified. Only applications received during the period of this announcement will be considered. Applicants must travel at their own expense. Finalist will be required to provide official transcripts that are mailed directly to the Office of Human Resources at Calhoun Community College from the institution(s) granting the credits.

BACKGROUND CHECK STATEMENT:
In accordance with Alabama Community College System Policy and guidelines, the applicant chosen for employment will be required to sign a consent form and to submit a non-refundable $24.40 payment for a criminal background check. Employment will be contingent upon the receipt of a clearance notification from the criminal background check.

Calhoun Community College is an equal opportunity employer. It is the policy of the Alabama Community College System, including all post secondary community and technical colleges under the control of the Alabama Community College System Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Calhoun Community College will make reasonable accommodations for qualified disabled applicants or employees. The college reserves the right to withdraw this job announcement at any time prior to the awarding. More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process. Calhoun Community College participates in the E-Verify system to verify employment eligibility for all newly-hired employees.

Calhoun Community College is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) to award associate degrees. Degree-granting institutions also may offer credentials such as certificates and diplomas at approved degree levels. Questions about the accreditation of Calhoun Community College may be directed in writing to the Southern Association of Colleges and Schools Commission on Colleges at 1866 Southern Lane, Decatur, GA 30033-4097, by calling (404) 679-4500, or by using information available on SACSCOC’s website (www.sacscoc.org). Specific questions regarding Calhouns educational programs, admissions, and other matters related specifically to the College should be forwarded directly to the college.
APPLICATIONS MAY BE FILED ONLINE AT:
http://www.calhoun.edu

P.O. Box 2216
Decatur, AL 35609
256-306-2590
256-306-2591

jobs@calhoun.edu