Administrative Assistant III VP of Administrative Services

The Administrative Assistant III - Vice President of Administrative Services will assist the Vice President and the directors within the Administrative Services division. This position performs routine administrative duties and works with confidential information.

• General secretarial duties, such as filing, copying, running errands, typing, document imaging, and data entry
• Assist with presentation slides and other presentation materials
• Take minutes for the investment committee of the Board of Trustees
• Maintain office supply inventory and order office supplies for the office
• Maintain departmental budget and prepare purchase requisitions for departmental purchases
• Prepare fiscal and administrative reports
• Perform a wide variety of complex, responsible, and confidential administrative duties for the Vice President
• Prepare correspondence, including reports for distribution or approval and signature, ensuring completeness and accuracy
• Prepare vehicle transfers and maintain vehicle registrations
• Maintain physical and electronic files
• Schedule appointments for the Vice President
• Set up travel arrangements for Vice President and division personnel
• Audit and process campus travel reimbursements
• Data entry, including journal entries and other accounting documents
• Serve as backup to various positions within the division as needed
• Print and distribute checks after obtaining the required signatures
• Other duties as assigned

Required Qualifications

• High school diploma or equivalent
• Minimum of three years of secretarial or general administrative experience
• Proficiency with office computer applications
• Detail-oriented and highly organized; must be able to multitask
• Excellent written and verbal communication skills
• Ability to interact effectively with diverse individuals and groups
• Must possess a valid Texas Driver's license, have a good driving record, and be insurable on Midland College's insurance policy

Preferred Qualifications

• Associate's degree
• Extensive knowledge and experience with Word, Excel, PowerPoint, and other computer applications

Physical Demands

• Must be able to remain in a stationary position 50% of the time
• Must be able to sit or stand for long periods of time
• The person in this position needs to occasionally move or drive to other locations on and off campus
• This position may require occasional travel for training, meetings, and events, both in and out of town
• Repetitive use of a keyboard at a workstation
• Use of manual dexterity
• The person in this position frequently communicates with others verbally and electronically; must be able to exchange accurate information
• Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus
• Frequently moves equipment or paperwork weighing up to 25 pounds
• Duties indoors and some outdoors
• Office environment
• Ability to work extended hours during busy times and attend Midland College or community events