Executive Administrative Assistant

Position Title:  System Executive Administrative Assistant

Position Status: Exempt

Work Hours:  Mon–Fri. Ability to work some evenings and Saturdays; Secondary holidays may be a scheduled work day.

Reports To: Executive Vice President

Location: This role may be performed in Orchard Park, NY or in our Rochester Market.  

Position Summary:

Reporting to the Executive Vice President, the Senior Administrative Assistant works independently performing a wide range of complex and confidential administrative and clerical support duties. Requires excellent communication and interpersonal skills, solid customer service, and the ability to provide information and service to a wide range of internal and external contacts. Requires knowledge of the College and departmental policies and procedures. Includes responsibility for administrative management, travel arrangements, and event planning, along with content management within myBSC (blackboard). This is an in-person position working from the College’s Systems Office in Orchard Park, NY

Essential Duties and Responsibilities:

1. Office Administration: Provides wide range of complex office administration and support. Manages multiple calendars, arranges for meetings, appointments, and travel arrangements. Answers and routes phone calls, mail and email messages, and may handle wide-range information dissemination. Creates and maintains filing system(s). Coordinates all Campus Events assigned by Supervisor.  Keyboarding, composing and editing letters, memoranda, reports, lecture/course materials, and presentations. Prepares copy for publication or submission of proposals and/or reports. Reviews, assesses, routes, answers, and monitors follow-up action steps on correspondence.
2. Administration Coordination Recommends,  implements and administers office policies, systems, procedures, and operations. Interprets and communicates policies and processes.  Supports multiple departmental tasks. Assists with coordination of other Administrative Assistants’ schedules to ensure System Office coverage and management of visitor appointments.
3. Leadership Support: Provides support and assistance to President/CEO and Senior Leadership, including travel arrangements and meetings. Researches, analyzes, and compiles information to develop recommendations for decision-making purposes. . Contributes to College-wide, campus and unit-level reporting and data analysis to support general operations, inform decision-making, and aid strategic planning. Develops graphs, reports, and presentations of data-driven project results. Serves as principal administrative contact and liaison with all College constituents and external contacts.  Prepares documentation being requested from the System Office for various reviews or audits.
4. Reporting: Gathers and analyzes information required for administrative reporting. Uses multiple technical applications including word processing, database management, spreadsheets, graphics, and presentation software, electronic calendar, email, and other technical/scientific applications. Uses Internet which may include web maintenance. Performs research work and summarizes findings.
5. Financial Duties: Monitors budgetary items including tracking expenditures and providing reports. May prepare spreadsheets for budgets, grants or contracts, including tracking and maintaining expenditures and reconciling accounts, expense report preparation. Register associates for conference attendance.

Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

College Competencies:

• Accountability—Takes ownership
• Brand Ambassadorship—Understands our brand and messages it to the students
• Embracing Change—Adapts to changing circumstances by accepting and responding positively to different ideas and approaches.
• Values—Recognizes the impact of the position on others and acts consistent with BSC core values to ensure positive outcomes
• Manages/Organizes Priorities -- Takes initiative and utilizes resources to insure priorities are met in a timely manner and corrects problems as they arise.
• Accuracy and Timeliness—Shows careful attention to detail and uses processes to check and readjust for accuracy.
• Profession-related Acumen—Formulates, analyzes and processes transactions according to professional standards and internal control procedures.

Key Competencies and Skills:

• Verbal and written communication skills
• Listening skills
• Problem analysis and problem solving
• Organizational skills
• Attention to detail
• Interpersonal skills with diverse levels of management and staff
• Ability to multitask in a fast-paced environment
• Customer service orientation
• Judgment
• Adaptability
• Team work
• Stress tolerance
• Resilience

Qualifications:

• Bachelor's degree or higher in Office Administration, Business, Accounting, Technology or Related Field Required.

• Minimum 3-5 years’ administrative experience.
• Strong technology aptitude including web research and computer applications to include Windows operating system, Internet Explorer and Firefox, Word, Excel, and Outlook; LMS experience a plus.

Physical Demands and Work Environment:

Position requires standing or sitting in a stationary position as well as the occasional need to lift, carry, push, and/or move objects up to 10 pounds.

Position also requires the use of computer technology/equipment.

Position requires the ability to share and receive information in person and over the telephone.

Position requires the ability to convey detailed and important instructions or ideas accurately.

Background Check or Licensing Requirements:

This position requires a background check.

SALARY: 

$60,000 - $70,000 per year

Please note that the compensation information is a good faith estimate of the base pay for this position. Information about the total compensation package will be provided during the interview process. 

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or protected veteran status, or any other legally protected basis, in accordance with applicable law.  

Bryant & Stratton College is an Equal Opportunity Employer.