PT Office Assistant to the Board of Trustees & President’s Office

Job Title:                        PT Office Assistant to the Board of Trustees and President’s Office

Work Schedule:          PT, 28 hours per week

Hourly Rate Range:  $15-$22.40

FLSA Status:                 Non-Exempt

Summary

Functions as the Office Assistant to the President’s Office and supports the day-to-day operation of the Office of the President. Must be flexible to work varied hours until 7 p.m. twice a month for Board of Trustee and committee meetings.  Other evening hours may be required as needed.  Directly responsible to the position of Executive Assistant to the President.

LCCC Internal candidates must apply within 15 days of posting.

To apply, please submit a cover letter, resume and unofficial transcript through our online application system at dm2x.bc178.cc/jobs.

LCCC is an equal opportunity employer and encourages applications from diverse candidates.

Duties and Responsibilities

• Serves as Assistant Secretary to the Board of Trustees at the will of the Board.
• Oversees the timely coordination and execution of Board of Trustees and Committee meetings, retreats, and special events.
• Maintains communication and provides support to members of the Board of Trustees.
• Monitors and maintains Board of Trustees web pages and portal.
• Assists with scheduling meetings for President.
• Attends monthly Board of Trustees and committee meetings and ensures that the minutes are appropriately recorded, transcribed, posted, and distributed.
• Prepares electronic agenda packets for Board of Trustees meetings, committee meetings, retreats, and other meetings/events as deemed necessary.
• Maintains minute books for Board of Trustees and committees, including resolution binder and index.
• Originates and distributes draft Board and committee agendas for review by staff and committee chairs.
• Creates electronic surveys for routine and non-routine trustee functions.
• Processes incoming and outgoing mail, distributes to appropriate responder, and drafts correspondence.
• Receives and processes confidential information.
• Prepares vouchers for payments and processes monthly expense reports.
• Assists with preparation for regular meetings and events for President, when necessary.
• Assists in preparation and distribution of internal and external communications.
• Arranges logistics for Board of Trustees meetings, committee meetings, retreats, annual dinner, and other similar events, both internally and externally requested.
• Maintains electronic and paper filing systems for President’s Office and Board of Trustees for accurate information storage and document retrieval.
• Assists with arrangements for Commencement pertaining to trustee and administration participation and involvement.
• Ongoing updating of Board, committee, and college listings.
• Coordinates orientation process for onboarding new trustees.
• Responsible for maintenance of archives for Resolutions and Minutes of the Board
• Maintains contact lists.
• Maintains operations manual for Board of Trustees procedures.
• Orders office supplies for President’s Office.
• Prepares and processes travel arrangements for President and Board of Trustees.
• Carries out special projects and other duties as may be assigned.

Qualifications:

Required

Education

• Associate degree from an accredited institution of higher education or equivalent work experience.
• High school diploma or equivalent.
• Foreign degrees – must provide a US equivalency report of your degree credentials with your transcript, if not, your resume will not be accepted.

Certifications

• Act 153 Clearances (Act 34 PA Criminal Background, Act 151 PA Child Abuse History, Act 114 FBI Clearance Fingerprinting)

      Work Experience

• Minimum of three years of secretarial experience with high-level executive.
• Diplomacy and discretion skills of a professional secretary.

Knowledge, Skills, Abilities

• Excellent written and oral communication skills, judgment, initiative, and tact.
• Strong word processing, proofreading, and organization skills.
• Must have a strong knowledge of MS Office, including Word, Access, and Excel, Google Apps, Adobe Acrobat, Zoom. Good command of grammar.
• Must possess a high level of the following work skills and behaviors: teamwork/cooperation, initiative, customer service, and commitment to continuous professional growth in skills and knowledge.

Preferred

• Bilingual (Spanish)

Physical Demands

While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to handle or feel; reach with hands and arms; talk and hear.  The employee may regularly lift and/or move up to 15 pounds and occasionally lift and/or move up to 20 pounds.  Specific vision abilities required by this job include close vision and distance vision.