Exec Adm Assist, Vice President, Administrative Services/Cfo And Executive Director, PCC Foundation

Under general supervision performs various functions to relieve Vice President for Administrative Services/CFO & Executive Director, PCC Foundation of administrative detail, meeting and dealing tactfully with persons in and outside of college, keeping official, personnel and Foundation information confidential, and providing support for departmental personnel. This position is also responsible for the supervision of the Person County campus switchboard operator.Essential Duties

• Processes or prepares spreadsheets for agreements, contracts, reports, and forms which may be of highly confidential nature.

• Composes and processes routine correspondence for Vice President and Executive Director's signature.

• Prepares letters acknowledging correspondence and distributes to others for handling during Vice President's absence.

• Reviews records and files to assemble or compile data for Vice President and Executive Director's use in preparing reports and correspondence.

• Establishes and maintains records and files which contain private or confidential information, operating data, personnel information, and important reports.

• Makes arrangements for meetings and appointments; maintains calendar of meetings, travel arrangements, and travel reimbursement.

• Organizes quarterly Board of Trustee committee meetings, Foundation Committee and Foundation Board meetings and records minutes during meetings, coordinates and distributes meeting packets, and maintains communication with Foundation Board members concerning meetings and events.

• Assists Executive Director with developing data for budget preparation, prints budgets monthly for review.

• Has knowledge of current institutional purchasing policies and procedures. Prepares purchase requisitions for supplies, services, publications, advertisements, and equipment in accordance with State and institutional purchasing guidelines.

• Maintains current mailing list for the College's service area to include businesses, industries, friends of the College, alumni, churches, and civic organizations.

• Assists with various mailings and other internal and external communications.

• Assists with planning and implementation of special events and activities, including scholarship receptions, personnel activities, donor events, alumni activities, and marketing events.

• Assists with internal giving campaign.

• Coordinates with the Marketing Department to maintain web content for the Foundation.

• Prepares the weekly deposit for the Foundation.

• Obtains signatures on checks as needed.

• Assists with developing and assembling data for grant proposals.

• Assists with post-award grant management including expense tracking.

• Maintains positive relationships with donors, the Foundation Board and the Trustee Board.

Additional Duties

• Records and processes minutes for various other standing College committees.

• Assists Vice President with developing data for budget preparation and preparation of quarterly and end-of-year financial statements.

• Provides clerical support for Person County campus: Child Development Center, Controller, Director of Facilities, Director of College Safety, and Advancement and Communications team.

• Serves as contact person for telephone system regarding any repairs or outages.

• Prepares reimbursement requests and other forms related to capital projects.

• Records and processes monthly STIF interest.

• Provides updates to buildings and grounds utilization report to the State.

• Performs a variety of duties requiring considerable judgment and ability to relieve Vice President and Executive Director of administrative detail.

• Performs clerical functions of correspondence, mail, typing and answering telephones and fill in at switchboard according to the provided schedule.

• Reviews and edits marketing materials, as needed.

• Other duties as needed.

Supervisory Responsibilities

Supervises the Person County campus switchboard operator.Completion of an Associate's degree in Accounting, Business Administration, Office Systems Technology or related field.  Five (5) years of experience in a related field.

Knowledge, Skills, and Abilities

• Knowledge of organization or departmental operations, services, and policies.

• Knowledge of general office procedures, and protocols.

• Knowledge of financial rules, regulations, laws, and procedures.

• Skilled in word processing 55 - 65 words per minute.

• Skilled in Microsoft Office, including Excel, Word, Access, and PowerPoint.

• Ability to communicate effectively and tactfully orally and in writing.

• Ability to prioritize and organize based on deadlines.

• Ability to promote and represent the College in a positive manner.

Physical Demands

This job requires continuously talking or hearing, frequently standing, frequently walking, frequently reaching with hands and arms, frequently gripping, or feeling with hands, typing/repetitive movement, occasionally climbing or balancing, frequently stooping, kneeling, crouching, or crawling, frequently sitting. Occasional lifting to 15lbs.