Apr 06, 2020
Full time
Job Title: Special Assistant to the President
Reports To : President
Status: Full time/ Regular/ Hourly
Salary: $19.00 hour
SUMMARY: The Special Assistant to the President represents the President and the College to Staff, Faculty, Administration, Students and the Community. The work requires excellent oral and written communication skills, timeliness, good customer service and ability to coordinate and prioritize a variety of tasks, often under short timelines. Tasks assigned to the Special Assistant include those typically associated with Administrative Assistant positions plus more technical and complex assignments including working with other staff on projects as assigned by the President. The Special Assistant will support the T-So:son (Our Core Values) which are T-Wohocudadag - Our Beliefs, T-Apedag - Our Well-Being, T-Pi:k Elida, - Our Deepest Respect and I-We:mta - Working Together.
ESSENTIAL DUTIES:
Represent the President and the College to the Board of Trustees, staff, students, and faculty;
Handle correspondence and liaison with Human Resource Development Committee and other committees of the Tohono O’odham Nation Council;
Follow up on task completion as directed by the President;
Make travel arrangements, schedule and coordinating meetings, maintain meeting minutes and notes, order supplies and equipment; manage calendars and schedules;
Initiate, processes, and reviews routine and/or specialized paperwork, forms, reports, and/or confidential information related to assigned area of responsibility, ensuring completeness and accuracy of information; maintains related records;
Prepare applicable documents, spreadsheets, forms, and/or other related areas; maintaining databases and tracking policy documents; and monitor the College website;
Respond to telephone, e-mail, written, and in-person inquiries from students, the public, departments within the College, and other interested parties;
Prepare, review, and process correspondence, and reports;
Assist with budget preparation, reconcile credit cards, and utilize Jenzabar software system for invoices and expenses;
Perform other duties of a similar nature or level.
TRAINING AND EXPERIENCE:
Minimum Qualifications:
Associates degree or equivalent required.
One or more years of administrative support or similar experience may be considered.
Additional Consideration May Be Given To Individuals with the Following Qualifications:
Ability to speak and understand O’odham.
Knowledge of the Tohono O’odham Nation organization and structure.
Knowledge and understanding in the history and contemporary issues facing Native peoples.
LICENSING REQUIREMENTS
Valid Arizona Driver’s license with no DUI's or major traffic offenses within the past year.
KNOWLEDGE:
Microsoft Suite, especially Word and Excel;
Basic budgeting principles;
Filing and recordkeeping principles;
Records management procedures;
Strategies for working smoothly with external and internal partners.
SKILLS:
Excellent communication and interpersonal skills;
Able to maintain a high level of confidentiality;
Able to adjust to a flexible workflow;
Able to work independently on a variety of tasks;
Able to maintain a highly organized office setting including maintaining calendars of events and meetings;
Able to represent the president in communications with staff and with external partners;
Adept at word processing, basic Excel operations, and Adobe Acrobat;
Excellent customer service skills;
Able to prepare minutes and notes from meetings quickly and accurately;
Basic knowledge of budgets;
Able to quickly and accurately draft letters, emails and other correspondence;
Maintaining records and files.
WORK ENVIRONMENT:
TOCC is a tribal college located on the Tohono O’odham Nation, 60 miles west of Tucson. The successful candidate will work closely with members of the Tohono O’odham Nation within a multicultural setting.
BENEFITS:
The College offers a comprehensive benefit package and 401(k).
HOW TO APPLY
Applications are available on line at www.tocc.edu. Interested applicants must submit a completed TOCC application for employment, resume, related degrees, transcripts, certificates, a list of three references (name, position, organization and work phone numbers), and three (3) letters of recommendation dated within the past twelve months. If claiming Indian Preference
Under Tohono O’odham Ordinance 01-85, submit a copy of certification or enrollment card and/ or if claiming Veteran Preference, submit a copy of the DD214 form to:
TOHONO O’ODHAM COMMUNITY COLLEGE
ATTENTION: HUMAN RESOURCES
P.O. BOX 3129
SELLS, AZ 85634
VOICE (520) 383-0049
FAX (520) 383-0029
"This institution is an equal opportunity provider and employer."