Executive Assistant, Office of College Advancement

Position Information

Position Information

Position Identification Number (PIN) S172845
Department Central College Advancement
Campus Central
Position Number S00085
Working Job Title Executive Assistant, Office of College Advancement
Job Category Classified
If temporary, through
FLSA Non Exempt
Job Type Full-Time 12 month
If part time, hours per week
Start Date Desired
Advertised Hiring Range $36,606 - $44,842

Provides a high level of support to the vice president of college advancement and HACC Foundation executive director and/or other staff as needed.

Classification DescriptionList the broad major functions of the position.

Operates a computer to create department reports

Operates standard office equipment

Provides customer service via phone, email, or in person

Performs receptionist duties for department

Provides clerical support

Minimum Qualifications

Associate’s Degree and three years of related experience. Or an equivalent combination of education and experience sufficient to perform the essential duties of the job.

All applicants are required to submit the following materials:

1. Cover Letter (The cover letter should be typed and should address each of the items in the job specific task list section. The items should be formatted as subheadings, and your relevant experience should be provided below each subheading. Please bold each subheading).
2. Three Writing Samples (dated and written within the last 12 months)
3. Résumé
4. College Transcripts

Incomplete application materials will not be considered.
Job Specific Task List

1. Maintains department and employees schedules, assists in coordinating and executing department activities, such as tracking work, relaying communications, researching information and providing related support.

2. Assists department in completing complex administrative tasks, including coordinating meetings and agendas; editing and preparing agendas and basic reports.

3. Monitors and handles payments, invoices and other assigned fiscal activities, including P-card reports.

4. Handles confidential electronic personnel action forms (EPAFs) and system access forms for the department. EPAFs include new hires (full-time, casual and student workers), reappointments (casual and student workers), term separations (resignations, retirements and dismissals), title changes, and accounting changes e.g., moving a position from one budget line to another).

5. Monitors spending throughout the fiscal year; provides analytical reports and reallocates funds, if needed.

6. Develops and prepares appropriate documents and forms to assist with maintenance requests, employee travel and reimbursement, and employee training.

7. Prepares purchasing transactions for the department utilizing the Banner system and SciQuest; and completes receiving process in Banner for products and services received.

8. Provides notary services to the Office of College Advancement, HACC Foundation and other College units.

9. Performs other duties as assigned.

Qualifications: Preferred Experience

Notary license

Additional Knowledge and Skills

-Clerical and office support practices
-Budgetary principles
-Principles and practices in area of assignment
-Customer service principles
-Report Preparation techniques
-Various computer applications and related software
-English language, punctuation, and grammar
-Mathematical concepts
-Inventory maintenance principles

-Maintaining various confidential records
-Exercising judgment and discretion
-Prioritizing and organizing work
-Preparing and proofreading a variety of reports and/or documentation
-Recognizing problems, identifying alternative solutions, and making appropriate recommendations
-Communication, interpersonal skills as applied to interaction with students, coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction
-Working independently
-Providing customer service
-Operating a variety of office equipment, including a computer and related software applications, telephone, fax machine, and adding machine

Physical Requirements

Positions in this class typically require: grasping, feeling, talking, hearing, seeing and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Working conditions: None. The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).

Licensing Requirements
Job Open Date 02/20/2018
Job Close Date 03/05/2018
Open Until Filled No

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you first hear about this opportunity?
    • Chronicle of Higher Education
    • HigherEdJobs.com
    • Indeed.com
    • Newspaper
    • PA Job Gateway
    • HACC Website
    • Employee Referral
    • Other, please specify below
  2. If you selected Referral or Other above, please specify here.

    (Open Ended Question)

  3. * Do you have an Associate's or higher level degree?
    • Yes
    • No
  4. * Do you have at least three years of work experience in a related field?
    • Yes
    • No
  5. * Are you currently a Notary Public in the Commonwealth of PA?
    • Yes
    • No

Required Documents

Required Documents
  1. Resume
  2. Cover Letter
  3. Writing Sample 1
  4. Writing Sample 2
  5. Writing Sample 3
  6. Transcripts
Optional Documents
  1. Any Other Relevant Document
  2. UndergraduateTranscript
  3. License
  4. Certification
  5. Portfolio

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