Assistant to the Associate VP for Facilities
General Information |
| Position Title: |
Assistant to the Associate VP for Facilities
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| Control Number: |
002305
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| Reports To: |
000527 |
| Department Name: |
Facilities Services
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| Location: |
Facilities Services
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| Date Prepared: |
July 2005
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| Exempt: |
No
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Primary Purpose |
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Provide high level administrative support to the Associate Vice President and the Director of Facilities Services. Supervise the Administrative Assistant to ensure support for Assistant Directors, Managers, and Project Managers. Responsible for department budget records and reports.
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Responsibilities |
Works cooperatively with others and accepts direction from supervisors.
*Manage schedule for the AVP for Facilities, including setting up meetings, making travel arrangements and maintaining the office calendar.
*Act as liason between AVP and Director and the college community and senior administration as needed.
*Oversee administrative support to 3 Asst. Directors and 3 Project Managers for Facilities Services
*Prioritize correspondence and draft responses where appropriate.
*Answer AVP phone, sort mail and receives/directs visitors.
*Works closely with Director of Facilities to track expenditures, provide budget detail via Hyperion/Banner reports, prepare journal entries, determine reallocation amounts, and prepare new fiscal year budgets.
*Assist in the preparation of materials to be presented at quarterly Trustee meetings.
*Abilityt to work under pressure and crucial deadlines.
*Create reports and presentations utilizing Microsoft Word, PowerPoint, Excel, and Microsoft Project.
*Research and gather materials for a wide variety of reporting data.
Performs other duties as assigned to assist the department in maintaining its mission.
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Education & Training |
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Bachelor's degree or equivalent experience required and advanced secretarial training. Knowledge of Middlebury desired.
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Experience |
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5-7 years of high level secretarial/administrative experience required.
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Knowledge |
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Skilled in the use of various PC software applications, especially Word, Excel, Outlook and related office equipment. Excellent writen and verbal communication skills.
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Other |
Must have excellent organization and communication skills, the ability to handle confidential matters with discretion, the ability to work under pressure with grace, and a capacity for teamwork. Must be self-directed with good decision-making skills and the ability to manage pwn time and set priorities. Must be willing to learn and master new technologies. Must possess initiative and be flexible to meet the demands of peak workflow cycles. Sense of humor a must.
*Denotes essential job functions
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