Executive Assistant (ACC PD)

Job Posting Closing Times: Job postings are removed from advertising at 12:00 A.M. on the closing date e.g., at midnight on the day before the closing date.

Austin Community College employees are required to maintain a domicile in the State of Texas while working for the college and throughout the duration of employment. – AR 4.0300.01

If you are a current Austin Community College employee, please click this link to apply through your Workday account.

Austin Community College is a public two-year institution that serves a multicultural population of approximately 41,000 credit students each Fall and Spring semester.  We embrace our identity as a community college, as reflected in our mission statement.  We promote student success and community development by providing affordable access, through traditional and distance learning modes, to higher education and workforce training, including appropriate applied baccalaureate degrees, in our service area.

As a community college committed to our mission, we seek to recruit and retain a workforce that:

• Values intellectual curiosity and innovative teaching

• Is attracted by the college's mission to promote equitable access to educational opportunities

• Cares about student success and collaborates on strategies to facilitate success for populations including; first generation college students, low-income students, and students from underserved communities.

• Focused on student academic achievement and postgraduate outcomes

• Welcomes difference and models respectful interaction with others

• Engages with the community both within and outside of ACC

Job Posting Title:

Job Description Summary:

Job Description:

Supervision Received and Exercised

Operates under the direct supervision of the department manager or designated supervisor. The role does not typically include supervisory responsibilities but may occasionally provide guidance to junior staff or new hires as part of onboarding and training processes. The position is expected to work independently on routine tasks while seeking direction for more complex assignments. 

Competency Expectations 

• Perform administrative duties for a department in support of faculty, staff, and/or student efforts, including examining and answering correspondence, processing and prioritizing office communications, processing mail, answering the telephone and email, arranging conference calls, and maintaining or coordinating the supervisor's schedule.  

• Perform clerical duties including correspondence, ordering supplies and equipment, maintaining tracking systems and logs, processing mail, and duplication. 

• Provide customer service to faculty, staff, and/or prospective, current, and returning students. 

• May serve in a variety of areas focusing on specific rules, government regulations, and documentation specific to that area. 

• Provides clerical support for programs and functions, which may include producing handouts, fliers, newsletters, brochures, manuals, and other documents.

Description of Duties and Tasks

• Provides executive level support to an executive vice president, vice president or associate vice president by receiving, prioritizing, and responding to incoming correspondence, requests, reports and telephone, or email contacts.

• Expedites the processing of documents or other items requiring action, assesses and works with other staff and community members to resolve issues from students, employees, and the public regarding college activities.

• Performs complex computer activities including word processing, data processing, scheduling processes and visual and graphic presentations.

• Coordinates and maintains operating budgets. Receives and processes requests for budget expenditures such as travel, equipment purchases, and funds for other activities and events.

• Coordinates special projects including researching and analyzing information and data; interpreting and applying policies and procedures, and/or recommending alternative solutions based on information gathered.

• May assign and review the work of office personnel.

Job Requirements

Knowledge:  

• Understand and perform administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology. 

• Apply principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. 

• Basic principles of college-level administration. 

• Effective communication techniques and strategies. 

• Operate standard office equipment including computers, telephones, copiers, and scanners. 

• Follow and apply knowledge of college policies and procedures. 

Supplemental Knowledge

• Records retention, preservation, and recording.

• Principles and methods of budget preparation and expenditure control.

Skills:

• Maintain schedules effectively. 

• Effective communications. 

• Adherence to confidentiality laws. 

• Perform word processing and spreadsheets. 

• Ability to manage time effectively and prioritize tasks. 

• Demonstrate excellent organizational skills to handle multiple responsibilities.  

• Work independently and within a team. 

Supplemental Skills

• Possessing a customer-oriented and solutions-focused mindset.

• Preparing and processing purchase orders.

• Accountable for inventory/property management.

• Compiling and organizing complex material, summarizing discussions and actions taken in report form.

• Reviewing and preparing narrative and statistical reports and records.

• Analyzing situations accurately and adopting an effective course of action.

• May also use social media, work with desktop publishing, and update webpages.

Minimum Qualifications 

Education:

• Associate’s Degree.

• Four (4) years of related work experience may substitute for this education requirement. Applicants who substitute work experience to meet the education requirement must use additional related work experience to meet the years of "Required Work Experience" for this position.  Please note that the college reserves the right to amend these terms of substitution at any time.

Preferred Education:

• Bachelor’s degree.

Required Work Experience:

• Three (3) years of related experience. 

Special Requirements

• Applicants must meet the Texas Law Enforcement Telecommunications System (TLETS) access eligibility criteria as contained in the FBI Criminal Justice Information Systems Security Policy. 

• Must maintain TLETS access eligibility for continued employment in position. http://www.tdcj.texas.gov/divisions/hr/hr-home/tletseligibility.html.

• Valid driver’s license from any state. Must be able to obtain a Texas driver’s license and have an acceptable driving history.

Physical Demands and Work Environment 

Physical Demands: 

• Standard office environment. 

Work Environment:  

• This position falls under ACC's Remote/In-Person framework. 

Salary Range (PG 7)

$63,581 - $79,476

Number of Openings:

Job Posting Close Date:

As required by the US Department of Education, employees are required to report violations under Title IX and, under the Jeanne Clery Campus Safety Act (Clery Act), select individuals are required to report crimes. If this position is identified as a Campus Security Authority (Clery Act), you will be notified, trained, and provided resources for reporting.

Austin Community College produces an Annual Security Report as required by the Clery Act. This report includes statistics from the previous three years concerning reported crime that occurred on campus; public property adjacent to and accessible from campus; and in certain non-campus buildings/property owned or controlled by ACC. The report includes institutional policies concerning campus security and other safety information.

For direct access to the current Annual Security Report, visit www.austincc.edu/asr . You may obtain a hard copy by contacting the Clery Compliance Officer ( [email protected] ). For an overview, see ACC's Clery Act website.

The above description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. ACC reserves the right to add, change, amend, or delete portions of this job description at any time, with or without notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by ACC at its discretion to enable individuals with disabilities to perform essential functions of the job.