Executive Assistant

Executive Assistant

Job Category: H8
Job Type: Support Staff, Hourly
Supervisor's Title: Dean of Continuing Education
Location: Blong Technology Center, Davenport (12)

Salary
$22.79 - $27.93/HR

Job Description
Support to designated department. Maintains records and files, answering phones & email, prepares reports, and other clerical tasks. The Executive Assistant is required to handle high-level, sensitive information with efficiency and confidentiality, and is often asked to draft correspondence.

Provides advanced administrative and coordination support to the Dean of Continuing Education by assisting with data reporting, program research, grant activities, and division-level planning initiatives. Coordinates cross-departmental and external partner activities, supports career pathway and workforce initiatives, and assists with enrollment growth and marketing efforts. Contributes to process improvement and data-informed decision-making through tracking, documentation, and preparation of leadership briefings and summaries.

Required Qualifications
Associate's degree required Minimally 2 years of administrative assistant experience with proven increasing levels of responsibility. Must have excellent oral and written communication skills to meet the needs of a diverse student and community population, and workforce. Technology proficiency using various software applications, including Microsoft Office Suite Applications.

Preferred Qualifications
Bachelor's degree preferred.

Physical Demands
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. Ability to lift up to 10 lbs. occasionally, open filing cabinets and bend or stand as necessary. Prolonged periods sitting at a desk and working on a computer.

Typical Duties and Responsibilities

• Greets and directs visitors to appropriate staff to meet educational needs. Gives routine information to team and other departments.
• Monitors department budgets, prepares budget change orders and journal entries, and pays department invoices. Monitors PO's and verifies items received. Orders office supplies while operating within budget parameters, and in a fiscally responsible manner.
• Assists with ensuring memberships are up-to-date, if applicable.
• Supervises the department work-study student, when funding allows. Applies for funding, conducts interviews, arranges work schedules, approves timesheet and monitors work.
• Schedules and organizes complex activities, and prepares professional general correspondence, reports, spreadsheets, charts, tables, records, files, marketing materials, as needed, for members of the department.
• Handles confidential or sensitive information with discretion while working with students, student records, and other communications, and when preparing documents or recording minutes for executive level meetings.
• Works independently to plan, prioritize and organize a diversified workload and recommend changes in office practices or procedures to improve overall process efficiencies.
• Works on special projects, individually or within a committee, which may include planning, coordinating, researching, creating, or recording information.
• Learns duties of other operations staff through cross-training, to provide backup coverage.
• Performs other duties as assigned.

Continuing Education (Area Focus)

• Prepare summary dashboards, reports, and briefing materials using systems such as Power BI or Salesforce to support enrollment, program performance, and strategic decisions.
• Coordinate research and information gathering for new program and product development, including market data, employer input, and benchmarking summaries.
• Support grant development and management by tracking deadlines, organizing documentation, and monitoring reporting and compliance requirements.
• Coordinate cross-departmental and external partner activities by organizing meetings, tracking action items, and maintaining partner communication records.
• Assist with workforce and career pathway initiatives by organizing materials, maintaining pathway documentation, and tracking employer training needs.
• Support division-level planning and process improvement by tracking project timelines, documenting workflows, and compiling leadership summaries.
• Assist with enrollment growth and marketing efforts by maintaining planning timelines, coordinating deliverables, and compiling outreach or enrollment summary reports.
• Assist with the development of the marketing materials or communications for CE.
• Assists program manager team with travel arrangements.

EICC Non-Discrimination Statement
It is the policy of Eastern Iowa Community College District not to discriminate in its programs, activities, or employment on the basis of race, color, national origin, sex, disability, age, sexual orientation, gender identity, creed, religion, and actual or potential family, parental or marital status, as required by the Iowa Code 216.6 and 216.9, Titles VI and VII of the Civil Rights Act of 1964 (42 U.S.C. 2000d and 2000e), the Equal Pay Act of 1973 (29 U.S.C. 206, et seq.), Title IX (Educational Amendments, 20 U.S.C. 1681-1688), Section 504 (Rehabilitation Act of 1973, 29 U.S.C. 794), and Title II of the Americans with Disabilities Act (42 U.S.C. 12101, et seq.).

If you have questions or complaints related to compliance with this policy, please contact EICC's Equal Employment Opportunity Officer/Equity Coordinator, Eastern Iowa Community College District, 101 West Third Street, Davenport, Iowa 52801, 563-336-5222, equity@eicc.edu or the Office for Civil Rights, U.S. Department of Education, Cesar E. Chavez Memorial Building, 1244 Speer Boulevard, Suite 310, Denver, CO 80204-3582, Telephone: 303-844-5695. FAX: 303-844-4303; TDD: 800-877-8339 or Email: OCR.Denver@ed.gov

Posting Number: S208P
Number of Vacancies: 1
Close Date:
Open Until Filled: No
Special Instructions Summary:

To apply, visit https://eicc.peopleadmin.com/postings/3224

jeid-24922e1c87d62140b860dd0db65364e3