Executive Support Specialist

Company: 
Tillamook Bay Community College
Location: 
Tillamook, OR

 

Job Title: Executive Support Specialist

Employer: Tillamook Bay Community College

Contact Information: Pat Ryan at 503-842-8222 or patryan@tillamookbaycc.edu

Address: 4301 Third Street, Tillamook, OR 97141

Web Site: http://tillamookbaycc.edu/tbcc-employment-opportunities/

Education or Degree Required: Associate

Job Location: Tillamook, OR

Salary/Wages: $20.19 - $21.42/hour DOE

Job Type: Full-time

Application Materials Needed:

  • Job Application
  • Resume
  • References
  • Unofficial Trancripts

Job Description: Organizational Relationship

Reports to: College President

Term of Employment 

  • Annual: position July 1 – June 30; 249 days calendar.
  • Full-Time, 8 am – 5 pm
  • Will require occasional evening work and may require occasional weekend work.
  • Leave in accordance with current TBCC Policy and corresponding regulations.

Responsibilities

Under the guidance of the College President, the executive support specialist will provide administrative support for the operations of the president’s office as well as the Office of Instruction. The executive support specialist will support the accurate and timely production and distribution of information, prepare meeting logistics, serve in a confidential capacity, contribute to internal and external communications for educational programs and activities and events, and work cross-functionally across departments and with faculty, students, the public and other partners in a professional manner to advance the College’s mission and its goals.

Responsibilities:

Board of Education Administration

  • Keep current board rosters, contact information, bios, oaths of office, zone information, election information, board member application, nameplates, board member photos, business cards, etc. 
  • Manage Board Policy’s in PolicyTech
  • Create and distribute Board packets, public board notices and meeting materials as directed
  • Prepare agendas, set-up, attend, take notes and provide accurate minutes for Board meetings each month
  • Coordinate meeting and event logistics such as securing rooms/venues, ordering food, rentals and other necessary preparations as directed.
  • Prepare travel arrangements, conference registrations, and mileage reimbursements and submit payment requisitions for Board members
  • Manage Board of Education and Board Archives Webpages (WordPress)

President’s Office Administration

  • Maintain the President’s calendar and scheduling of meetings
  • Coordinate various meetings and event logistics such as securing rooms/venues, ordering food, rentals and other necessary preparations as directed
  • Prepare travel arrangements, expense reports, mileage reimbursements, and payment requisitions for the President,
  • Verify invoices and create requisitions for payment
  • Attend various meetings such as Leadership, College Council, Staff,
  • Facilities Master Plan Committee, Website Content Committee, First Class Scholar and Career to Career, In-service, Extended Staff Meetings and more
  • Manage and serve as contact person for all PolicyTech related questions.
  • Coordinate and maintain college administrative rules in PolicyTech
  • Assist with budget preparation for the President’s office
  • Assist with College official documents as needed and under direction of the college president
  • Under the direction of the College President, compose, edit, proofread and distribute communications both internally and externally
  • Assist in proofreading and editing collaterals under the guidance of the president
  • Prepare mailing lists, invitations, printed programs, and other promotional materials as requested to support special events and activities for the president’s office
  • Create standard operating procedures for operations under direction of the College President
  • Respond to inquiries from the public and other constituents as directed
  • Manage the About TBCC, College Leadership, Equity and Inclusion, Accreditation and Strategic Planning web pages in WordPress.
  • Manage the Leadership, College Council, and the Facilities Masterplan SharePoint accounts
  • Attend and be a full active member of the College’s Leadership Team
  • Perform other duties and special assignments as requested/authorized by the president

Office of Instruction Administration

  • Assist Office of Instruction and Chief Academic Officer with scheduling of meetings with faculty and community members.
  • Assist Office of Instruction with compilation of materials, food, and setup for faculty in-service, committee meetings, and faculty trainings as requested
  • On occasion serve as point of contact for individuals to schedule meetings with or contact Chief Academic Officer
  • Assist with proof-reading and editing reports and external communications authored by Chief Academic Officer
  • Prepare travel arrangements, expense reports, mileage reimbursements, and payment requisitions for the Chief Academic Officer.
  • Create, distribute, manage and collect Notification of Teaching Assignments (NOTA) for all Adjunct Faculty each term
  • Create, distribute, manage, and collect Special Employment Agreements (SEA’s) for math studio, writing studio, and GED/ESOL/ABE Instructor/tutors/assistants each term
  • Collect all credit course including dual credit syllabi
  • Create, distribute, analyze, and provide feedback to faculty and adjunct faculty regarding course evaluations for all credit faculty and adjunct faculty each term
  • Research various software and information as requested

Required Qualifications

  • Minimum of three years’ experience in office administration or executive level support
  • Previous experience taking and preparing meeting minutes
  • Previous experience supporting projects that require high level thinking as well as attention to detail
  • Previous experience in project and/or event coordination
  • Previous experience drafting correspondence and written communications on behalf of others
  • Must have experience using technology to support office functions including Microsoft Word, Excel, Outlook, web based tools, and software’s
  • Previous experience managing and creating electronic and paper filing systems
  • Must be able to lift 25 pounds.

Skills

  • Must possess excellent interpersonal skills, personal initiative and can-do positive attitude
  • Must be able to multi-task and meet deadlines while balancing multiple priorities
  • Must be able to organize complex information
  • Must be self-directed and able to work independently as well as in a team
  • Must demonstrate a high level of trustworthiness and perform in a confidential manner
  • Must be able to work effectively with multiple stakeholders to achieve positive results
  • Must deliver accurate and timely information to meet program needs Associate’s Degree

Preferred Qualifications and Skills

  • Fluent in Spanish

 

 

Closing Date: 
Monday, 29 April 2019