Operations Manager & Executive Assistant Department
Department: Academic Affairs
Location: Columbia, MO
Type: Staff, Full-Time
Salary: $45,000-$50,000
Applicants must be legally authorized to work in the United States; visa sponsorship is not available for this position.
Job Summary:
The Operations Manager for Academic Affairs provides executive level administrative assistance to the Provost and Executive Vice President of Academic and Student Affairs and provides leadership for all functions of the Provost’s Office. The Operations Manager displays initiative and leadership in supervising and managing daily office activities including special events, projects, and programs. This position serves as a confidential resource and must project a positive and professional attitude and image while maintaining a high level of confidentiality and integrity. This position requires a high degree of skill in communicating and interacting with students, alumni, trustee members, trustee
emeritus, parents and families, faculty, staff, vendors, and the general community. The position also requires computer proficiency and the ability to manage multiple projects and deadlines in a fast- moving administrative office This position has significant latitude for the use of initiative and independent judgment. The position must anticipate and meet the needs of senior leadership in a timely manner and ensure excellent service by monitoring, developing, and improving processes and procedures.
Essential Functions:
- Perform job duties in accordance with Columbia College’s vision, mission and values, and contributes to the development of the Academic Affairs Department.
- Provide executive assistance to the Provost and Executive Vice President of Academic and Student Affairs including
- Manage complex scheduling in the Provost’s office, including scheduling meetings and commitments that align the Provost’s schedule with the academic governance calendar. Exercise superior judgments and independent decision making to ensurecollege initiatives receive appropriate attention from the Provost.
- Demonstrate judgement to maintain credibility, trust, and support with senior management staff.
- Manage conflict-free calendar of numerous high-level meetings and appointments and disseminate corresponding meeting materials. Conduct research and gather all necessary information for the Provost prior to meetings and events.
- Track, anticipate, and prepare for upcoming deadlines, events, and agenda items.
- Assist the Provost by drafting and managing correspondence and communications (that can be confidential/sensitive) including emails, letters, memoranda, summaries and PowerPoint presentations.
- Coordinate travel arrangements, expense reports, itineraries and agendas. Assist the Provost with reviewing budget requests and expense approvals
- Provide executive assistance to the Academic Affairs, Student Experience, and Technology-AI Oversight Committee of the Columbia College Board of Trustees
- Prepare agendas, PowerPoint presentations, and materials for the committee meetings
- Compile and prepare the Academic Affairs board report for the Provost’s final review and submission
- Take accurate and detailed minutes for the committee
- Schedule in-person and virtual meetings on behalf of the Committee Chair
- Provide administrative support to the Committee Chair
- Act as the point of contact for Board of Trustees members who want to meet with the Provost
- Manage the operations of the Office of the Provost
- Conduct the day-to-day operations of the office by monitoring phone lines, emails, instant messaging, walk-ins, and office supply inventory; maintain office coverage and support for the Provost’s Office.
- Perform internal human resource functions that support the division’s hiring practices, including but not limited to: creating, updating and maintain job descriptions in accordance with Human Resources policies; creating job approval requests; and payroll information forms; scheduling interviews; supporting search committees as requested. Communicate staff updates including position changes, title changes, pay changes, supervisor changes, and time tracking issues with Human Resources and Payroll.
- Help execute Provost Office events, including all logistics.
- Work with Academic Affairs leadership to prepare annual budget submissions for the Finance Office
- Coordinate the Tenure, Review, and Promotion process for the Provost and the TRAP Committee
- Prepare and distribute annual faculty contracts
- Track and summarize Faculty Handbook changes as submitted by the Chair of the Faculty Governance Committee
- Serve on the Commencement Committee and provide accurate commencement information to faculty
- Create a bridge between Academic Affairs and the rest of the College community.
- Develops schedule, agenda, and maintains the minutes for Dean’s Council, Department Chair Meetings, Curriculum and Academic Policies Committee and other meetings coordinated by the Provost.
- Plan, schedule, and coordinate meetings and appointments for college wide initiatives that are led by the Provost’s office. Manage Academic Affairs communications to the faculty and other units
- Fulfill additional responsibilities as assigned. Practice superior customer service.
- Demonstrate professionalism and confidentiality at all times.
- Display respect and civility to all constituencies in all communications.
- Attend work timely and on a regular basis during the established hours of operation; work additional hours as business necessitates.
Position reports to:
Provost and Executive Vice President for Academic and Student Affairs
Required Core Competencies and Professional Experience:
- Associates degree or the equivalent in education and experience Minimum of two years of administrative experience
- Proven experience in complex calendaring, budgets, drafting correspondence, and communications
- Exceptional organizational and time management skills to manage multiple projects, as well as the flexibility to adjust to changing priorities as new projects are assigned
- Ability to work independently and in a team environment, with or without direct supervision Sensitivity to confidential matters.
- Extreme attention to detail
- Ability to exercise independent judgment in a highly visible and important environment based on knowledge of College and Provost interests and priorities
- Ability to think critically and act logically to evaluate situations, solve problems, and make decisions Demonstrated willingness to engage in continuous learning and incorporate feedback
- Excellent communication, interpersonal, customer service, and organizational skills
- Able to be flexible and supportive, able to positively and proactively assimilate change in rapid growth environment Superior skills with Microsoft Office software and learning software including the ability to troubleshoot
Required Level of Education: Associate's degree
Preferred Level of Education: Bachelor’s degree
Physical Requirements: The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Accommodations may be made to enable individuals with disabilities to perform the essential functions. Individuals seeking accommodation should contact the Human Resources Department without delay. While performing the duties of this job, the employee is regularly required to sit for long periods of time, talk, and hear. The employee is required to use hands and fingers to handle or feel; reach with hands and arms; climb or balance; and stoop, kneel, or crawl. Employee must be able to type on a computer keyboard and use a computer monitor on a regular basis.
Work Conditions: The work environment conditions described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee is rarely exposed to outside weather conditions; however, possible exposure to hazards and physical risks to personal safety may occur while operating certain equipment. The noise level in the work environment is usually mild.
This position is designated by the institution as a “Campus Security Authority” (CSA). As a CSA, you are required to report any information you receive about crimes occurring on or near campus to the Director of Campus Safety.
This job description is not meant to be all-inclusive of every duty and responsibility required by the employee in the position.
Eligibility for employee benefits and perks is determined by employment status. For more information please see https://www.ccis.edu/careers.
The offer of employment and assignment to duties is contingent upon a satisfactory criminal background check. The information may include, but is not limited to, academic, residential, achievement, performance, attendance, disciplinary, employment history, credit history, driving history, and criminal history of public record.
Columbia College is committed to creating an inclusive employee experience for all regardless of race, color, national origin, gender, religion, sexual orientation, age or disability. The college maintains a safe place for open discourse and overall, fosters a sense of community that welcomes everyone.
In compliance with the Higher Education Opportunity Act (HEOA) and the Jeanne Clery Campus Safety Act (Clery Act), the Department of Campus Safety for Columbia College has provided the Annual Security and Fire Safety Report and crime statistics for the main campus and venues nationwide.
Columbia College is required to distribute this information to all current and prospective employees and students. Please follow the link below for the full report or contact Human Resources at 573-875-7495 for a printed copy. http://www.ccis.edu/offices/campussafety/reportsandstats.aspx
has provided the Annual Security and Fire Safety Report and crime statistics for the main campus and venues nationwide.
