Sublette BOCES Job Description
Job Title: Executive Assistant / Position Title:Reports to: Sublette BOCES Director / % Effort or WklyHrs: 20 hours per week
Department: / Prepared by: John Anderson
Date: July, 2017
Position Overview:
The Executive Assistant serves as the front office receptionist, directs marketing, provides assistance to the Director on an as needed basis, and supports the general functions of the B.O.C.E.S. office.
Principal Duties and Responsibilities (Essential Functions**):
The major responsibilities critical to the role of the Executive Assistant follow:
Front Officefunctionswhich includes,1) provide courteous, prompt and professional assistance to anyone who enters or contact the front office, 2) organize and keep clean the immediate area of the front office, 3) provide assistance with the general communications necessary in an office setting, and 4) oversight of exam proctoring.
Marketing functions relate to providing effective and regular communications with members of the community, as well in support with the marketing of educational opportunities provided by Sublette B.O.C.E.S.Marketing of programs is a B.O.C.E.S. priority and the Executive Assistant is responsible for both the drafting and implementation of a marketing plan that is designed to reach a variety of audiences.
Inventory functions which includes, 1) working with the Office Manager and the Community Education Coordinator to insure inventories are accurate and up-to-date, 2) inventoried items and other office materials are stored in an organized and accessible manner, 3) orders and receives supplies.
Assistance to other staffincludes; general support for efforts initiated by the Director, as well as working with the Community Education Coordinator to; 1) maintain an office presence during evening classes and lock up afterwards, 2) provide support with organizing and running after-school and adult education classes, and 3) run and provide support for registration software, and 3) mange blended classes as needed.
Building use management that includes room scheduling and effectively communicating with staff and users.
All employees may be assigned further duties as necessary.
Supervision Received:
The Executive Assistant is under the direct supervision of the BOCES Director. Supervision will be minimal for routine duties and should include regular communications with the Director about major decisions and the routine matters of operation.
Supervision Exercised:
Since the Executive Assistant position is part-time, there are no direct supervisory relationships. The Executive Assistant works in a highly collaborative environment and it is expected that she/he will work with other staff in a congenial and productive manner.
Qualifications & Skills:
REQUIRED:
The minimum education required for this job is a high school degree or high school equivalency certificate. Marketing background is critical to success in the job and college education in the area of marketing is preferred. In any educational setting, post-secondary education is highly valued and preferred.
The position requires a minimumof one year of experience in an office or similar setting. Two or more years of experience is preferable.
The Executive Assistant position requires excellent communication skills, both in terms of oral and written abilities. The Assistant must also be proficient in the use of a variety of software tools, online editing (Word Press), website maintenance and general marketing. Beyond communications skills, the position also requires the ability to work in a highly collaborative and demanding environment where change is the norm of the day. Organizational skills are requisite and must be employed in a wide variety of settings, but especially in marketing, supervising building use and the office environment.
Very little travel is required but there will be times when local trips must be made. Further, as an educational institution every employee is expected to attend professional development events when they present appropriate learning opportunities.
The position is part-time and currently requires working from 1 p.m. to 5 p.m. from Monday to Friday.
The assistant will have to deal with confidential information and/or issues following federal and state law, BOCES rules, as well as use good judgment.
PREFERRED:
While every position may be treated with some flexibility, it is certainly preferable to have a person in this position who is actively engaged in the community.
As an educational institution, it is also preferable to have a person in the position who has a college degree or some similar form of education suited to the position described.
** To comply with regulations by the American with Disabilities Act (ADA), the principal duties in job descriptions must be essential to the job. To identify essential functions, focus on the purpose and the result of the duties rather than the manner in which they are performed. The following definition applies: a job function is essential if removal of that function would fundamentally change the job.