Executive Secretary II ( Vice President For Information Technology And Facilities Management)

Serves as non-exempt support to the Vice President for Information Technology and Facilities Management. Performs a variety of complex administrative and secretarial tasks which may include, but are not necessarily limited to, managing the vice president's office, maintaining financial records and travel reporting, referring service requests to others as appropriate, preparing minutes for meetings, keeping a calendar for renewal of maintenance contracts, overseeing the distribution and tracking of software licenses, maintaining data in databases and assisting the Vice President with other tasks as assigned.

Duties and Responsibilities:

• Interacts with internal or external constituents as directed by the Vice President, including administration, faculty, staff, students and vendors.

• Make travel arrangement for the Vice President and other IT and Physical Plant staff as needed.

• Maintains financial, inventory, license and other important records. Assists in categorizing

Technology Access Fee (TAF) purchases.

• Completes daily financial records for the department, including monitoring adherence to policy for purchases by others in the department; insures the completion of all required forms; informs

Vice President of any budget or purchasing matters.

• Develops and maintains electronic and hard copy filing systems for the Vice President's files.

• Monitors and maintains inventory of supplies, forms and other materials; initiates ordering process as necessary.

• Monitors and maintains inventory of printer toner and ink for institutional printers and MFP devices.

• Drafts non-routine correspondence and memos for supervisor's signature.

• Performs research by collecting and analyzing information related to maintenance contracts, inventory, and software licenses; assists in preparing comprehensive reports.

• Receives, directs and assists visitors and incoming telephone calls; provides procedural information as needed; assists in solving problems for students, faculty, staff and the public. Screens visitors and telephone calls for the Vice President.

• Manage campus and staff cell phones and other equipment.

• Manages and monitors the online copies of the official DSCC Policies and Procedures in coordination with the Director of Human Resources

• Maintains Vice President's calendar; makes appointments and travel arrangements; plans and arranges events or meetings as directed by the Vice President. Records, prepares and distributes minutes for meetings conducted by the Vice President and others as requested.

• Manages and maintains departmental calendar to track employee leave and important departmental appointments and events.

• Manages mail and package distribution for the department and records receipt of purchases.

• Reconciles Vice President's procurement card and order office supplies for department.

• Maintains knowledge of DSCC and TBR policies and procedures. Researches policies, procedures and guidelines for the Vice President.

• Routing of documents between the Office of Information Technology and Facilities Management and other offices.

• Follows up as needed on tasks assigned in IssueTrak as requested by the VP, Director of Information and Multimedia Technology, or Director of Physical Plant.

• Multi-tasks and prioritizes with an appropriate sense of urgency.

• Other tasks and duties as assigned by the Vice President.

Working Conditions:

While performing the duties of this job, the employee is regularly required to sit; use hands to handle, or feel; and talk or hear. The employee frequently is required to stand, walk, and reach with hands and arms. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision.

Required qualifications:

Excellent customer service skills.

Demonstrated experience with Microsoft Word, Outlook and Excel is required. Attention to detail required while handling multiple tasks.

Demonstrated excellent organizational skills.

Skill in interpersonal communications both in person and on the telephone. Skill in the use of business English and professional writing.

Ability to maintain confidentiality in all matters of the department. Ability to work independently is required.

Ability to learn and adapt to new technology is preferred.

Minimum Requirements of Education and Experience:

High School diploma and work experience in an office environment is required. Associate Degree or higher in a computer, business or finance related area is preferred. Certified Administrative Professional (CAP) is preferred. Experience in an information technology or facilities management office is preferred. Additional IT technical skills are preferred, but not required.

Minimum starting salary is $37,800 annually ($19.39 per hour). With additional experience pay increases to a maximum of $45,400.

Dyersburg State offers a comprehensive benefits package, including but not limited to the following:

• Vacation and Sick Leave

• 14 paid holidays

• Medical, dental, vision and life insurance

• Retirement plans

• Optional 401K and 403B Deferred Compensation Plans

• Educational benefits for the employee and their spouse and dependents

• State Employee Discount Program with over 900 merchants

Special Instructions to Applicants:

To be considered for this position applicant must submit an application, a resume, cover letter, and transcripts if applicable. Unofficial transcripts are acceptable for the application process; but official transcripts are required upon hire. You also must provide the contact information for a minimum of three (3) professional references.

Your skills, abilities, qualifications, and years of experience will be evaluated using only what is recorded on your application. Incomplete applications will not be considered.

A completed satisfactory background check will be required before hire.

Dyersburg State Community College is a TBR and AA/EEO employer and does not discriminate against students, employees, or applicants for admission or employment on the basis of race, color, religion, creed, national origin, sex, sexual orientation, gender identity/expression, disability, age, status as a protected veteran, genetic information, or any other legally protected class with respect to all employment, programs and activities.