ARP (Address Resolution Protocol), Accounting, Administrative Skills, Billing, Budget Management, Business Administration, Calendar Management, Catering Services, Communication Skills, Compensation and Benefits, Customer Support/Service, Database Report Tools, Demand Forecasting/Planning, Detail Oriented, Documentation, Establish Priorities, Event Management, Executive Assistant Skills , Financial Management, Higher Education, Information Technology & Information Systems, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Onboarding, Operational Support, Operations Management, Organizational Skills, PCard Transaction, Performance Metrics, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Process Management, Program Planning, Purchase Orders, Reconciliation, Record Keeping, Registrar, Regulatory Compliance, Reporting Dashboards, Reporting Skills, Retirement Plan, Time Management, Tuition Fees, Writing Skills
Executive Assistant II
Overview:
The Executive Assistant II provides administrative and operational support to the Business Technologies Division, one of four academic divisions at Cincinnati State Technical & Community College. This role supports the Dean and collaborates with other administrative staff to ensure efficient operations and high level of customer service to students, faculty and visitors.
This is a fast-paced environment, student-focused. Work schedule may vary based on divisional needs during peak enrollment periods.
Essential Duties:
- Provide administrative support for the Dean, Program Chairs, and Faculty in the Division
- Manage and maintain the Dean's Outlook calendar
- Maintain faculty workload records
- Prepare and submit payroll documents
- Maintain accurate personnel information
- Coordinate purchase orders and payment of invoices
- Reconcile Pcard transactions
- Perform course scheduling each semester using Colleague, in collaboration with the Office of the Registrar
- Communicate deadlines and compliance requirements for no-show and grade submission
- Assist with onboarding of full-time faculty
- Collect syllabi for full-time faculty
- Develop and run Informer queries to assist data and reporting needs
- Coordinate large-scale communications, including deans and merit list notifications
- Assist in preparing reports and organizing accreditation documentation
- Provide customer service to students, staff, administrators and guests of the college via telephone, text, and email
- Coordinate meetings and events for program chairs and administrators of the division including room reservations, catering, and minutes as requested
- Support and contribute to meeting division and institutional student success goals and key performance indicators
- Assist with textbook ordering and record keeping
- Participate in recruiting and retention events
- Support the front office operations as needed
- Assist students in scheduling appointments with advisors and instructors
- Perform other duties as assigned by Dean
Minimum Qualifications:
- Associates Degree
- Minimum of two (2) years of administrative or secretarial experience in a professional office setting
- Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint)
- Ability to handle multiple tasks in a high-volume environment
- Strong customer service skills, with the ability to remain professional during high volume periods
- Flexibility to work varied schedules during high demand periods
Preferred Qualifications:
- Associates of Applied Business degree in Administrative Assistant, Business Management, Accounting, or a related program
- Four (4) or more years of administrative support experience in a professional environment
- Experience working in a higher education or community college setting, particularly within an academic division
- Proficiency with Ellucian Colleague or similar student information systems
- Experience with Starfish or other student success/retention platforms
- Experience managing financial processes, including purchase orders, budget tracking, or Pcard reconciliation
- Experience supporting data reporting, query tools, or dashboards (Informer or similar systems)
Desired Competencies:
- Strong attention to detail with a high degree of accuracy in administrative and data-related tasks
- Excellent organizational and time management skills, with the ability to prioritize and manage multiple competing deadlines
- Ability to work independently while also collaborating effectively within a team environment
- Strong written and verbal communication skills
- Demonstrated ability to maintain confidentiality and handle sensitive information with discretion
- Proficiency in learning and utilizing new technologies and systems efficiently
- Adaptability and resilience in a fast-paced, high-volume environment
- Strong problem-solving skills and the ability to anticipate needs and proactively address issues
- Customer service orientation with a commitment to supporting student success
- Cultural competence and the ability to engage effectively with a diverse student and employee population
Details:
Reports To: Dean of Business Technologies
Position Level: Executive Assistant II
Compensation: $21.75/hr. SEIU Grade 18
Classification: Non -Exempt
Status: Full-time
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 qualify 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.
Cincinnati State is an E-Verify employer:
If you''re hired, you must complete a Form I-9, which verifies your identity and your legal right to work in the U.S.
You''ll need to provide original, acceptable documents-no photocopies-to complete the I-9 process.
A list of acceptable documents can be seen here: USCIS I-9 website
STATEMENT OF COMMITMENT
The institution declares that it will educate students by means of free, open, and rigorous intellectual inquiry to seek the truth.
The institution declares that its duty is to equip students with the opportunity to develop the intellectual skills they need to reach their own, informed conclusions.
The institution declares its commitment to not requiring, favoring, disfavoring, or prohibiting speech or lawful assembly.
The institution declares it is committed to create a community dedicated to an ethic of civil and free inquiry, which respects the autonomy of each member, supports individual capacities for growth, and tolerates the differences in opinion that naturally occur in a public higher education community.
The institution declares that its duty is to treat all faculty, staff, and students as individuals, to hold them to equal standards, and to provide them equality of opportunity, with regard to those individuals'' race, ethnicity, religion, sex, sexual orientation, gender identity, or gender expression.