Executive Assistant, Workforce Development Center

Overview

Located at the Evendale campus, the Workforce Development Center (WDC) serves regional employers and individual students in developing industry-relevant skills for today's changing workplace. As an enterprise center for Cincinnati State, the WDC supports the college mission by offering custom programs, fast-paced programs that help people gain skills quickly, and set them up for future professional and academic success.

The Executive Assistant, Workforce Development will serve a key administrative support role in advancing the work of the WDC. This position will serve as the primary, confidential, administrative support position for both the Vice President and for the Director of the Workforce Development Center. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Vice President of Workforce Development. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The position will have contact with faculty, staff, students, businesses, industry, professional organizations, and community resources.

Essential Duties:

• Act as a point of contact between executives and internal/external clients and communicates on behalf of the Vice President of Workforce Development and the WDC Director with internal and external stakeholders
• Manage schedules, meeting coordination, calendar management, expense reconciliation, professional correspondence, and other essential support duties for the Vice President and for the WDC Director
• Provide support for all areas under the oversight of the Vice President of Workforce Development and the WDC Director
• Manage multiple projects and priorities and prioritizes conflicting needs proactively with excellent follow through.
• Researches, prioritizes and follows up on incoming issues and concerns addressed to the Vice President of Workforce Development and WDC Director including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response. Understands what can/cannot be shared with others
• Provides a bridge for smooth communication between the Vice President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the Vice President of Workforce Development and WDC Director to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for issues taking place in the environment and keeping the VP and WDC Director updated.
• Develop content (narrative, photos, videos) and promote marketing messages through social media channels.
• Maintains distributions lists for WDC
• Develop and distribute WDC newsletter to stakeholders
• Manage and develop new web-pages for Workforce Development
• Facilitate the development of the annual WDC catalog and other print materials
• Coordinate meetings, including scheduling, minutes, logistics, and other considerations.
• Draft personal correspondence as needed to facilitate the leadership of the division
• Manage contracts for instructors, adjuncts, and other partnerships
• Maintain efficient and accurate documentation filing system
• Coordinates bi-weekly payroll for part-time employees and contractor payments
• Run the WDC monthly financial reports for WDC employees
• Prepare presentations, reports, spreadsheets, charts, meeting minutes, and other business information, with accuracy and efficiency
• Monitor office needs and appropriately address needs (including the ordering of office supplies)
• Assist in the onboarding of new employees including a smooth start with equipment needs, digital access and physical space requirements
• Assists Marketing Department and Admissions/Career Services with event set up and promotion as directed by the Vice President
• Provides college-wide support with photography and video production and cataloging, as needed
• Develop and maintain onboarding checklist with links to core college documents
• Anticipate business needs of the VP and Director, and accomplish responsibilities without direction
• Oversees special projects
• Other duties as assigned

Minimum Qualifications:

• Associate degree required
• Minimum of two years' experience as an Administrative/Executive Assistant
• Strong organizational skills and an exceptional attention to detail and accuracy
• Ability to maintain confidentiality of highly sensitive information
• Ability to balance workload under short deadlines and changing priorities in a fast-paced environment
• Demonstrated competency in Microsoft Office: Advanced proficiency in Outlook, Excel, Word, and PowerPoint; functional proficiency in Access
• Internet proficiency and strong oral and written communication skills
• Demonstrated ability to work independently, pay attention to detail, maintain confidentiality and meet deadlines

Preferred Qualifications

• Bachelor of Science or Bachelor of Arts degree
• 2 years' professional experience within an institution of higher education
• 4 years' experience as an Administrative/Executive Assistant
• Experience with Customer Relationship Management (CRM) systems

Desired Competencies:

• Exemplary verbal and written communication skills
• Possess excellent interpersonal skills and demonstrated ability to communicate/interact effectively with a diverse professional, community, and student population to provide a good impression of the College
• Demonstrated ability to be self-motivated, work independently, and be a team player, excellent attention to detail, maintain confidentiality, and meet project deadlines
• Exhibit a "can-do" attitude and willing to take on challenges and opportunities
• Excellent customer service skills in problem solving, decision-making, project management skills, and time management
• Possess the ability to be innovative with demonstrated commitment to organizational effectiveness
• Ability and willingness to work with customers, faculty and students of various abilities and diverse backgrounds
• Demonstrated sensitivity to students with diverse academic, socio-economic, cultural, and ethnic backgrounds and students with disabilities
• Ability to work under fast-paced and changing conditions
• Forward looking thinker, who actively seeks opportunities and proposes solutions

Key Performance Indicators (KPI):

In order to provide clear expectations and promote the Executive Assistant's success, several performance measures have been established. The indicators and the measurements used to evaluate them include the following:

• Effective Communication / Customer Service: measured by accolades/complaints by customers - both internal and external
• Accuracy: measured by errors in processing, peer review, system audits
• Timeliness: measured response time to returned/revised work (length of time in queue), customer feedback

Physical Requirements:

• Ability to lift/move packages (up to 25 lbs.) on an intermittent basis

Details:

Reports To: Vice President, Workforce Development

Position Grade: Unclassified / Confidential

Salary: $52,000

Benefits:

Cincinnati State provides employees with high quality and cost-effective benefits with a variety of options:

• Medical Insurance (PPO- employer covers up to 92% of the premium, HDHP- employer covers 100% of the premium)
• Dental Insurance (employer covers 100% of the premium)
• Vision Insurance
• NO WAITING PERIODS! Medical, Vision and Dental benefits are effective from day one of employment!
• Flexible Spending Accounts and Health Savings Account (employer contributions)
• Short-Term Disability: Offering 60% of your salary.
• Life Insurance and AD&D Insurance (employer paid)
• Supplemental Life Insurance, Critical Illness and Accident: Optional at employee expense
• Pet Insurance
• Employee Assistance Plan for employees, spouse and dependents
• Tuition Waiver for employees, spouse and dependents
• Tuition Reimbursement
• Free parking
• 10 annual paid holidays in addition to generous paid time off options including vacation, sick, personal leave, and winter season days.
• Employees at Cincinnati State qualifies for Public Service Loan Forgiveness

Retirement:

As a Cincinnati State employee, and an employee of an Ohio public institution, you will not contribute to the Federal Social Security system. Instead, our employees will contribute to a State Retirement Plan (SERS or STRS) or an Alternative Retirement Plan (ARP): 403B and/or Deferred Compensation Program 457 Plan.

EOE- Committed to Creating a Diverse and Inclusive Work Environment

Cincinnati State Technical and Community College, as well as its individual academic divisions, is committed to a policy of equal opportunity in all its activities and programs, including employment and promotion. It does not discriminate on the basis of race, color, national, or ethnic origin, citizenship status, religion, sex, sexual-orientation, age, physical disabilities, veteran or marital status.