Job Description

Job Summary
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.
Key Responsibilities
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.
Required and Preferred Qualifications
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.
Physical Demands and Work Environment
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.
Western Nebraska Community College offers a comprehensive and competitive benefits package for full-time employees. These benefits are designed to support health, financial well-being, professional growth, and work-life balance.
Health & Wellness
Health Insurance (100% College-Paid):
WNCC provides health insurance coverage through Blue Cross Blue Shield of Nebraska for full-time employees and their IRS-eligible dependents.
Dental Insurance (College-Paid):
BCBS dental insurance is fully covered for employees, with optional coverage available at the employee's expense for IRS-eligible dependents.
Vision Insurance:
Vision benefits are available through VSP, offering support for routine eye care, including exams, glasses, and contact lenses.
AirMedCare Membership (College-Paid):
AirMedCare membership is provided at no cost for the employee's household, offering access to emergency air medical transport services in the event of serious illness or injury.
Employee Assistance Program (College-Paid):
The EAP provides free, confidential services to assist employees with personal and professional challenges, including counseling, legal and financial guidance, and work-life resources. Financial & Retirement Planning
TIAA Retirement Plan (Immediate Vesting and College Match):
Employees are fully vested from their date of hire in the College's retirement plan with TIAA. Employees may contribute 7%, 8%, or 9% of their income, and WNCC will match the contribution dollar-for-dollar. Retirement funds are fully portable and may be transferred or withdrawn in accordance with TIAA policy upon separation from the College.
Disability Insurance (Mandatory Participation):
Long-term disability insurance is provided at minimal cost, offering income protection in the event of an extended illness or injury.
Life Insurance (College-Paid):
WNCC provides $50,000 in term life insurance, including an accidental death and dismemberment rider. Additional coverage for employees and eligible family members is available at the employee's expense.
Flexible Spending Account:
A pre-tax flexible spending account is available for eligible medical, dental, vision, dependent care expenses, and insurance premiums.
Employee Loan Fund:
Employees may access loans up to $1,000 at a 6% interest rate, repayable over a period of up to 18 months.
Time Away & Work-Life Balance
Support Staff leave benefits are provided in accordance with College policy and include:
Vacation Leave:
Accrued at a rate equivalent to 10 days per plan year (September 1 - August 31).
Personal Leave:
Accrued at a rate equivalent to 2 days per plan year (September 1 - August 31).
Sick Leave:
Accrued at a rate of 1 day per month, up to a maximum of 90 days.
Paid Holidays:
WNCC observes the following paid holidays each year:
New Year's Day
Good Friday
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Christmas Day
The working days between Christmas and New Year's Day
YMCA Corporate Membership Discount:
WNCC employees are eligible for discounted membership rates at the YMCA through the College's corporate group plan. Learning & Professional Development
Tuition Remission:
Employees and their IRS-eligible dependents are eligible for full tuition remission for credit and non-credit classes offered by WNCC, subject to conditions set forth by Board policy.
Online Training and Development:
Employees have access to a variety of professional development and personal enrichment courses available online, supporting continued growth and lifelong learning.

Skills Required