New

Executive Assistant

22nd Century Technologies, Inc.
$20.45/Hour on W2 without bene
United States, Virginia, Franklin
Jan 09, 2025
Title: Executive Assistant Location: Franklin, VA, 23851 Pay Rate: $20.45/Hour on W2 without benefits Duration: Up to three months; could vary Shift Timing (Day/ Evening/ Night): Day: 40 hours per week; 8 a.m. - 5 p.m.; Mon - Fri ; Lunch Period: Noon - 1 p.m. Job Description: Equipment to be used by the temporary staffing professional(s): Laptop, Scanner, Phone, Calculator, Printer, Copier, and other general office equipment Computer software to be used: MS Office and PeopleSoft Knowledge, skills, education, and/or experience: Experience working with various technology applications such as ward processing, spreadsheets, databases, and email. To successfully perform the work, the executive assistant must be proficient in, or develop proficiency in using systems such as the college's Student Information System, Human Capital Management System, Administrative Information System, state systems for procurement and travel authorizations, and other Virginia Community College System enterprise applications. Demonstrated ability to apply quantitative reasoning and numeracy skills to maintain and perform calculations with various data, such as data needed for employee contracts and pay. Excellent organizational and time-management skills. Demonstrated ability to effectively maintain files and electronic records. Demonstrated ability to take notes/meeting minutes. Demonstrated ability to communicate verbally and in writing. Demonstrated ability to prioritize and work effectively in a fast-paced environment Demonstrated ability to work independently as well as collaboratively Demonstrated ability to meet deadlines Demonstrated ability to exercise initiative and judgment consistent with college mission, values, and policies Demonstrated ability to maintain confidentiality of personally identifiable information Demonstrated ability to provide excellent customer service to various constituencies such as faculty, staff, students, and the public. Experience in a position that provides service to the public Experience working at a college preferred. Role & Responsibilities: Adjunct Faculty Files: Develop and maintain adjunct faculty files according to applicable HR policies and procedures, and ensure that adjunct faculty credentials documentation (summary qualifications form, transcripts, resume/vita, applicable licensures and certifications, and application for employment, as applicable) are complete, up to date, scanned and provided to VP for inclusion in the Faculty Qualifications Database. Adjunct Faculty Contracts in SIS: [1) develop proposed contract development and submission schedule based on the SSC payroll calendar, [2], learn the adjunct contract creation process and serve as backup to the Dean's administrative assistants for the creation of Adjunct Faculty Contracts; [3] maintain detailed workbook each semester of faculty contracts, pay periods, workload, pay and frequency for payroll/HR; [4] learn and effectively use HCM additional pay page, when applicable, for faculty additional pay such as stipends and overload, and be able to assist with additional pay page Provide and maintain executive-level records and files, e.g., documentation for Accreditation, Committee Work, Adjunct Faculty files, Projects, Contracts, and other records as assigned. Comply with established policies and procedures Manage communication for Office, internally and externally Prepare, disseminate, respond, complete, submit, and/or file office correspondence, forms, requisitions, policies, etc. Prepare and disseminate President's and Vice President's lists each fall and spring semester. Manage the Vice President's calendar and travel, post manual updates/revisions Maintain official records and files Research, compile, and interpret data Maintain confidentiality Complete and send information to the Southern Association of Colleges and Schools Commission on Colleges, Virginia Community College System, and other agencies Learn Class Scheduling in SIS and assist Registrar and Dean with class schedule input into SIS and subsequent revisions, assuring that classes are coded according to policy Notify the Vice President and Deans of omissions/incorrect information in the class schedule Serve as primary POC and system admin for scheduling software to be used for event and resources scheduling (in facilities other than Workforce) Maintain a college-wide calendar of events. Prepare bi-monthly budget summaries and detailed budget reports for personnel and other-than-personnel accounts and all grants assigned to the Vice President of Academic and Student Development. Enter and keep a record of all requisitions for expenses from budgets managed by the Vice President of Academic and Student Development, or as requested by VPASD for other departments in the absence of other staff. Enter VPs travel approval and reimbursement requests and accompanying documentation into travel tracking software. Schedule meetings, and prepare and disseminate meeting notes. Assist with planning and implementation of A&SD and College events, such as Convocation and Commencement. Schedule appointments and meetings for the President when the President's Executive Assistant is out of the office. Receive incoming phone calls, take messages. and carry out appropriate actions. Maintain the Franklin Campus Conference Room usage schedule. Prepare letters and/or documents for mailing. Maintain President's Calendar/Schedule. Schedule meetings. Key/type/mail letters/documents.