Executive Assistant II

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 o…