Administrative Services Executive Assistant

The Administrative Services Executive Assistant provides comprehensive, high-level administrative support to the Vice President of Administrative Services and the Administrative Services Division. This position manages complex communication, scheduling, recordkeeping, and workflow needs while ensuring the smooth coordination of division-wide functions, projects, and processes. The role interacts frequently with internal leaders, faculty, staff, and external agencies, requiring excellent judgment, discretion, and customer service. The Executive Assistant also plays an integral role in procurement, contract processing, budget development support, and institutional record management.

Job descriptions are intended to present a descriptive list of the range of duties performed by employees and are not intended to reflect all duties performed within the job.

• Provide administrative support to the Administrative Services Division, including drafting and managing correspondence; scheduling and maintaining the Vice President's calendar; coordinating travel; preparing and distributing reports; researching issues; coordinating meetings and special events; preparing agendas and minutes; monitoring deadlines; and managing electronic and physical filing systems.
• Draft, proof, file, and distribute confidential correspondence on behalf of the Vice President of Administrative Services.
• Provide administrative support to the procurement process, including monitoring reports, supporting approval workflows, assisting with training, troubleshooting system issues, and creating Purchase Orders in accordance with college policies and procedures.
• Provide administrative support for contract processing, including coordinating document reviews, tracking statuses, supporting workflow, and managing related documentation.
• Support the sealed bid process by preparing advertisements, correspondence, and assigned bid-related documentation.
• Assist the Vice President of Administrative Services with budget development processes, including compiling budget materials and entering data into the Budget Development module.
• Serve as the designated Custodian of Records for the institution.
• Provide administrative support for public records requests, ensuring accurate tracking, response coordination, and document management.
• Provide administrative support to the Business Office during tax and audit seasons, and assist with special projects as assigned.
• Provide backup support for the switchboard, mailroom, and receiving operations as needed.
• Provide staff assistance to executives and directors; perform special projects and related assignments as requested.
• Perform other duties as assigned.

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education:

• Equivalent to completion of an Associates degree required.
• College-level coursework in business administration, computer science, or a related field preferred.

Experience:

• Four years of increasingly responsible administrative support experience required.
• One year of lead or coordinating experience preferred.
• Experience with budgets, contract management, and bid processes preferred.
• Experience positively interacting with individuals from a variety of backgrounds; coordinating complex administrative functions; managing confidential information; and working in higher education preferred.

License or Certificate:

• Possession of, or the ability to obtain, an appropriate, valid driver's license and an acceptable driving record that does not exclude the driver from coverage under WNCC's vehicle insurance required.

• Work is performed primarily in a standard office environment with regular use of computers, telephones, and other office equipment.
• Requires extended periods of sitting, keyboarding, and viewing a computer screen.
• Occasional lifting, carrying, or moving of objects up to 20 pounds.
• Frequent verbal communication, reading, and close visual work.
• Regular interaction with others, including face-to-face discussions, telephone communication, and electronic correspondence.

Western Nebraska Community College does not discriminate on the basis of race, color, religion, national origin, sex or gender, age, disability, marital status, military veteran status, sexual orientation, gender expression/identity, or political affiliation, in its policies, practices, and activities related to employment, admissions, educational services/programming, student services/activities, or financial aid; as expressly prescribed by institutional policy, state and federal laws, regulations, and executive orders.