Casper | Part Time |

Executive Assistant, Student Services

Casper College

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The position of Executive Assistant, Student Services, under limited supervision, provides secretarial, administrative, and accounting support for executive level administrators and assists staff, faculty, and the public from the office of the Vice President of Student Services (functional areas include admissions, athletics, campus security, career, services, early childhood learning center, enrollment services, records, registration, student success center, student health services, student life, and wellness center).

Public contact is extensive and involves College and Wyoming Community College Commission staff, faculty, students, vendors, other educational institutions, business and community representatives, regulatory agencies, and governmental agencies for the purpose of exchanging policy and procedural information. A high degree of sound and informed judgment and creativity is required to resolve many minor and occasional major problems that arise, by selecting from among alternative procedures that are available. Consequences of errors in judgment could be costly in public relations, staff and employee time.

Essential Duties:
  • Provide exceptional customer service
  • Compile, analyze & interpret data using Microsoft office software (Word, Publisher, Excel, Access) and Colleague system
  • General office duties including maintaining files and records, process mail, compose and/or transcribe correspondence and operate office equipment
  • Schedule meetings and make travel arrangements
  • Create requisitions for department expenditures and travel expenses; purchase card reconciliation for various departments
  • Order and maintain supplies
  • Preparation of recurring and specialized reports
  • Support the conduct process and Title IX maintaining confientiality
  • Provide administrative assistant support to the Vice President, Student Services
  • Assist V P with administrative aspects of annual preparation of the Casper College budget
  • Work with students on absences – dissemination of information to faculty
  • Assist enrollment services during registration days and with graduation rehearsal
  • Compile Deans’ honor roll
  • Send our unsatisfactory reports to students at midterm
  • Attend division meetings to take notes
  • Ensure that all travel releases are received promptly and are complete
Work Environment:

Typical work environment is an office setting requiring normal safety precautions. Work is usually performed during the normal work day, however, occasional early morning, late evening and weekend work may be required. Short periods of time will be spent outdoors travelling between campus buildings in various weather conditions.

Physical Demands:

The employee must be able to sit and stand for long periods of time, speak, hear, use hands and fingers to handle materials and use computers, feel, and reach with hands and arms.  Occasional lifting of up to 10 pounds may be required. Less frequent lifting of up to 25 pounds may be required (office supplies, paper boxes, etc…). Local/regional travel, usually by car may be required and employee may be required to drive.

Minimum Qualifications:
  • Associate Degree or equivalent college coursework
  • Minimum five years of related experience
  • Perform basic and routine mathematical calculations (addition, subtraction, multiplication and division)
  • Create, compose, and edit basic, routine, and complex written materials.
  • Maintain calendars and schedule appointments
  • Develop and maintain basic, routine, and advanced record keeping systems and procedures
  • Advanced skills with relevant software and computer programs with proficiency in Microsoft Office (Excel, Word, PowerPoint, Access)
  • Perform research on various topics and synthesize and incorporate results within reports
  • Organize resources and establish priorities
  • Perform moderate accounting procedures
  • Prepare and print basic and routine correspondence and mailing lists
  • Coordinate and organize meetings and special events
  • Strong interpersonal skills and verbal and written communication skills
  • Professional, organized, accurate, and detail oriented
  • Work under deadlines and on multiple tasks or projects simultaneously
  • Wyoming Driver License with clean driving record
  • Other duties as assigned
Knowledge of:
  • Advanced computer programs and software in use in the department
  • Advanced records maintenance
  • Excellent people skills
  • Finance, accounting, budgeting, and cost control procedures
  • Supplies, equipment, and/or services ordering and inventory control
  • Organizational structure, workflow, and operating procedures
  • Project management principles, practices, techniques, and procedures
  • Human Resources concepts, practices, policies, and procedures
  • Casper College policies and procedures
  • FERPA rules and regulations
  • Experience in an environment utilizing an integrated administrative computing system

Ability to:

  • Maintain strict confidentiality
  • Communicate effectively both orally and in writing with a wide range of individuals and constituencies
  • Analyze and solve problems using creativity, good judgment, and initiative
  • Interpret college policies and procedures
  • Work as a team member and foster a cooperative work environment
  • Ability to anticipate others’ needs
To Apply:
  • Application, complete with 3 references
  • CV or Résumé
  • Cover letter
  • Copies of transcripts (official transcripts required upon employment)
Note to Candidates:
  • Employment is contingent upon a successful background check.
  • This is a part-time, non-benefited position
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