Executive Administrative Assistant, Office of the President

Executive Administrative Assistant, Office of the President

Salary

$56,139.00 - $73,632.00 Annually

Location

BISHOP - Main - 351 N. Broad Street, Mobile, AL

Job Type

Full-Time

Job Number

BISH-SS9853

College/Division

BISHOP-101010-Presidents Office

Opening Date

06/04/2026

Closing Date

6/18/2026 11:59 PM Central

Campus Location

Bishop State

• Description
• Benefits

Position Summary

This employee is responsible for managing the day-to-day operations of the President's office efficiently, as well as performing clerical and/or record-keeping tasks required in the daily activities of the College work.

Essential Duties and Responsibilities

The essential job functions listed are not comprehensive and duties and responsibilities may change without notice.

• Facilitates the efficient utilization of the Presidents time through the development and coordination of a complex calendar of appointments, meetings, social engagements, and college and community functions with individuals and groups.
• Promotes a positive image of the College by greeting and receiving visitors to the Presidents office, and responding to inquiries from diverse College publics (e.g., students, parents, faculty, staff, legislators, alumni, the media, and public and private officials).
• Safeguards the confidentiality of the College by exercising discretion in communicating information to faculty, students, staff, and the various publics served by the College and in handling administrative records, files, and similar confidential items.
• Coordinates the flow of incoming communications and outgoing communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office, department, or agency for outgoing communications.
• Serves as an event coordinator and facilitates the success of events hosted by the Presidents office by scheduling events with appropriate offices and agencies, advising/contacting participants or guests, preparing agendas and programs, arranging for audiovisual and associated support equipment, using independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinating or providing support during the events.
• Performs office management responsibilities by assuring the proper accountability of university property and equipment assigned to the office, providing office personnel with necessary supplies and equipment, and maintaining office equipment in working condition.
• Schedule appointments and maintain the calendar for the President.
• Works independently with limited supervision by gathering and organizing required information, maintaining required records, evaluating various approaches to completing projects, developing tools and utilizing available resources to achieve desired outcomes, exercising judgment to make decisions, and assuring effective communication with stakeholders.
• Facilitates efficient and cost-effective official travel for the President.
• Assists with the development and management of the budgets under control of the Presidents Office by maintaining budget records, reconciling and verifying vouchers and receipts for accuracy, and producing financial reports and summaries.
• Prepare and distribute correspondence in the President's Office to include letters, memos, reports, and contracts.
• Serve as office manager in the Office of the President.
• Maintain adequate records.
• Make arrangements for meetings, conferences, and interviews for the President.
• Coordinate and assist in the preparation of forms, proposals, and reports for agencies such as the Alabama Community College System (ACCS), Alabama Commission on Higher Education (ACHE), and the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC).
• Maintain positive work relationships throughout campus.
• Assist with the coordination of various faculty and staff functions.
• Ability to lift and move material(s) weighing up to twenty (20) pounds.
• Must possess Excellent organizational skills.
• Proficiency in the Microsoft Office Suite.
• Ability to assume responsibility.
• Ability to establish and maintain effective working relationships with other employees, with the public, and in a pleasant manner.
• Ability to read and interpret materials including instructions and policies.
• Ability to cope with and manage stress.
• Ability to sit and stand for extended periods.
• Ability to utilize a multi-line phone system.
• Ability to perform basic mathematical skills including working with percentages and fractions.
• Ability to operate a calculator, printer, copier, fax machine, television, and other technology
• Ability to assume responsibility without being asked.
• Ability to multi-task, prioritizing among competing tasks.
• Ability to use critical thinking skills.
• Effective oral and written communication skills.
• Abide by the policies and procedures established by the College and by the ACCS.
• Perform other duties as assigned by the President.

Salary: ACCS Salary Schedule: E1-01

Qualifications

Minimum Requirements:

• Associate in Science degree or an Associate in Applied Science degree from an accredited institution.
• Five (5) years of full-time work experience in an administrative or executive-level office.

Preferred Requirements:

• Experience in an educational setting.
• Bachelors degree in Business, Business Administration, or a related field from an accredited institution.

Salary: ACCS Salary Schedule: E1-01

Application Procedures/Additional Information

Application Procedure:

Position announcements and employment applications are available at https://www.schooljobs.com/careers/accs/bishopstate? Applications currently on file must be resubmitted for this position. Delinquent and/or unsigned application packets and/or documents will not be accepted.

Only complete application packets will be given consideration for employment.

A completed application packet consists of:

• Completed Bishop State Community College employment application.
• Current resume
• Applicable Transcript with conferred date (While an unofficial transcript may be submitted as part of the application packet, an official transcript must be received before the date of hire.)

Application Deadline:

More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process. In accordance with Alabama Community College System policy and guidelines, the applicant chosen for employment will be required to sign a consent form and to submit a nonrefundable fee of $24.40 (additional charges may apply) for a criminal background check. Employment will be contingent upon receipt of a clearance notification from the criminal background check. Bishop State Community College is an active participant in the Employment Eligibility Verification Program (E-verify). E-verify electronically confirms an employee's eligibility to work in the United States as required by the Department of Homeland Security.

Other Information:

The Selection Committee will screen all applicants for the position. The Committee will select applicants for in-person interviews which may consist of question/answer session and /or skills assessments. Applicants must adhere to the College's prescribed interview schedule and must travel at their own expense. The College reserves the right not to fill the positions in the event of budgetary or operational constraints. Bishop State Community College is a multi-campus organization and employees of the College are required to travel among various work sites for both day and evening responsibilities and must provide their own mode of transportation. Bishop State Community College is an equal opportunity employer. It is the policy of the Alabama Community College System, including postsecondary community and technical colleges under the control of the Alabama Community College Systems Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Bishop State Community College will make reasonable accommodations for qualified disabled applicants or employees. Bishop State Community College reserves the right to withdraw this job announcement at any time prior to the awarding.

Sick Leave

All regular full-time non-instructional staff earns one day of sick leave which is the equivalent of 8 hours of sick leave per month. Unused sick leave is rolled over to the following year. Upon retirement, employees are allowed to convert unused sick time into service time for the purpose of retirement. Further retirement benefits may be found on this page under Alabama Teachers Retirement.

8 hours per month

(may accumulate an unlimited number)

Annual Leave

All regular full-time non-instructional staff earn annual leave per month. A complete description of leave benefits can be found with the Human Resources office.

0-4 years 8 hours per month

5-9 years 10 hours per month

10-14 years 12 hours per month

15-19 years 14 hours per month

20+ 16 hours per month

(may accumulate up to 480 hours)

Personal Leave

All regular full-time non-instructional staff earns up to two (2) regularly scheduled workdays of personal leave per leave year.

Unused Personal Leave converts to sick leave if not used.

(converts to sick leave at the end of August each year if not used)

Professional Leave

Up to 10 days a year of professional development leave with pay may be granted by the President.

Holidays

New Years Day

Martin Luther King/Robert E. Lee Birthday

National Memorial Day

Juneteenth

Independence Day

Labor Day

Veterans Day

Thanksgiving Day

Day after Thanksgiving Day

Christmas Eve

Christmas Day

16 (5 locally assigned)

Contracted Work Days

260

Retirement

The TRS was established in 1939 to provide benefits to qualified persons employed by state-supported educational institutions. Responsibility for the management and administration of the TRS is vested in its Board of Control. The Boards of Control elect the Secretary-Treasurer who serves as the Chief Executive Officer of the RSA and is responsible for the day-to-day management of the RSA. The TRS is a defined benefit plan qualified under Section 401(a) of the Internal Revenue Code. For more information visit The Retirement Systems of Alabama. All regular full-time and part-time employees (non-temporary and non- student) who work at least 20 hours per week are required to participate in The Teachers Retirement System of Alabama.

Tier I - Pays 7.50% monthly. State matches 14.57% (effective 10/01/25)

Tier II - Pays 6.20% monthly. State matches 13.61% (effective 10/01/25)

Law Enforcement Officers:

Tier I-Pays 8.50% monthly. State matches 14.57% (effective 10/01/25)

Tier II- Pays 7.20% monthly. State matches 13.61% (effective 10/01/25)

Health Insurance

PEEHIP, established in 1983, provides health insurance benefits for active and retired education employees and is governed by the PEEHIP Board of Control. The Boards of Control elect the Secretary-Treasurer who serves as the Chief Executive Officer of the RSA and is responsible for the day-to-day management of the RSA. For more information visit http://www.rsa-al.gov/index.php/members/peehip

Premium amounts:

• Single $ 30
• Family (without Spouse but with dependents) $ 207
• Employee + Spouse (no dependents) $ 282
• Family (with Spouse and dependents*) $ 307
• Includes $100 per month spousal surcharge Note: The spousal surcharge does not apply to spouses who are independently eligible for PEEHIP.

Tobacco Usage Premium

• Member $ 50
• Spouse $ 50

The tobacco premium applies only to the PEEHIP Hospital Medical and VIVA Health plans. Refer to the Wellness Program section to learn how you and/or your spouse can receive the non-tobacco user discount.

Wellness Premium

• Member $ 50
• Spouse $ 50

The wellness premium applies only to the Blue Cross Blue Shield Hospital Medical Group #14000 plan for non-Medicare eligible active and retired members, non-Medicare-eligible members on LOA or COBRA, and non-Medicare-eligible spouses on active or retired contracts. Refer to the Wellness Program section to learn how you and/or your spouse can receive a wellness premium waiver.

If desired, the employee may elect four options rather than health insurance options to include hospital indemnity, cancer, dental, and vision.

Optional Coverage Plan Premiums

• Cancer, Indemnity, and Vision Single or Family (cost per plan) $ 38
• Dental Single $ 38 Dental Family $ 50

Institution matches $800 monthly (effective 10/01/17).

Duty Hours

(hours vary by campus and needs of the student)

Tuition Assistance

This tuition waiver program is designed for all full-time instructional and non-instructional employees of The Alabama College System and the Alabama Department of Postsecondary Education and their dependents as defined under by policy. The program will be coordinated by each institution for employees within The Alabama College System and the Alabama Department of Postsecondary Education. An application form for the tuition assistance program is available in the Human Resources office and should be completed prior to registration for classes.

Employees/Dependents at two-year colleges:

• 1/3 waived after 1st year
• 2/3 waived after 2nd year
• 3/3 waived after 3rd year

Note: Employee is vested after 10 years in Retirement System. Additional information regarding retirement may be obtained from the Retirement System Web site at www.rsa.al.gov.

Employer ACCS

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