Executive Assistant to the Vice President of Academic & Student Affairs and Provost
Full-time Administrator (Level 13)
Hourly Range: $24.00 - $27.00 (hourly rate is commensurate on experience)
Reports to: Vice President of Academic and Student Affairs & Provost
FLSA: Non-Exempt
This position will be open until filled.
- This position has college-wide responsibilities and requires travel between all campuses and off-site locations. Location will mainly be at the Blue Bell campus.
Basic Purpose:
The Executive Assistant for Academic and Student Affairs provides high-level administrative assistance such as coordinating meetings, drafting communications, developing agendas, synthesizing information and data to prepare reports, and preparing presentations. This position manages procurement for the Provost, coordinates budget development, produces budget status reports throughout the fiscal cycle, and prepares all ASA credit card for approval. Additionally, this position strategically organizes and manages workflow and scheduling for the Provost, including gathering information and compiling reports, such as project completion and end-of-year work reports. This position has college-wide responsibilities and requires travel between all campuses and off-site locations.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Strategically manage the Provost’s calendar, prioritize their time and schedule to ensure highly efficient use of their time during meetings and other upcoming assignments. Prepare documentation and other materials to support this level of productivity.
- Coordinate calendars and meeting preparation; reserve rooms and make hospitality and equipment arrangements for meetings and site visits of both internal and external groups.
- Work with Academic & Student Affairs AVP and Deans in the coordination and organization of ASA projects. When necessary, obtain additional information from the Provost or project lead, ensure all projects are tracked, alert team leaders when project due dates are nearing, etc.
- Compose correspondence, weekly and daily agenda, and documents as requested by the Provost. Produce mid-year and end-of-year project reports summarizing division accomplishments. Distribute and publish reports as appropriate.
- Coordinate regular meetings with Deans & AVP, which include scheduling meetings, preparing the agenda and collecting relevant materials for each meeting.
- Assist in maintaining Provost’s budget for Academic & Student Affairs, new budget requests and additional budgets arising out of new projects. Create requisitions and place orders for Provost related items for the College. Coordinate the development of each fiscal year budget request in relation to other ASA divisional needs.
- Provide executive-level assistance for the following governance committees: Curriculum, Student Support, Educational Effectiveness and the Faculty Governance Council.
- Compile, organize, and distribute necessary materials, communications, and supplementary data for all committee items and meetings.
- Document and distribute agenda and minutes for related meetings.
- Participate in monthly planning sessions.
- Assist with the preparation and submission of materials to be presented to the President’s Leadership Council and BOT Committee/BOT Meetings.
- Oversee verification and use of departmental credit cards and other online procurement accounts. Prepare documentation for Vice President’s signature and processing.
- Manage General Faculty Meeting dates, agenda, and proceedings.
- Orchestrate Provost’s travel including: budgeting, coordination of team events, conference and class registration, research and recommend flights, hotel and restaurants, secure travel and hotel arrangements, coordination with internal and external staff, compilation of travel documents and group travel details, travel authorization/advance forms, travel reimbursement forms, and travel budget monitoring.
- Provide additional support and coordination to the AVP and Deans of Academic & Student Affairs as necessary.
- Other duties as assigned.
ESSENTIAL KNOWLEDGE & SKILLS:
Education/Training/Work Experience
- Associate degree preferred; high school diploma required. Experience will be considered in lieu of an associate degree.
- A minimum of three (3) years of directly related work experience necessary.
- Demonstrated ability to work in and with a variety of technologies including Microsoft Office Suite, Ellucian Colleague, , internet research, and other job-related software/systems.
- Proficient in Microsoft Outlook and calendar management.
Specialized Knowledge & Skills
- Ability to maintain a high level of integrity and discretion in handling confidential information.
- Ability to complete a high volume of tasks and projects with limited supervision.
- Demonstrated ability to act strategically and independently on behalf of an executive level employee.
- Experience building relationships with internal and external stakeholders
- Ability to collaborate effectively with students, faculty, administrators, support staff and external stakeholders in accomplishing responsibilities.
- Strong organizational and time management skills with the ability to react with appropriate levels of urgency to situations and events that require quick response turnaround.
- Understand College policies (e.g. procurement, contractual, faculty union, etc.) to ensure compliance as related to any work of the position.
- Excellent oral and written communication skills.
Montgomery County Community College is committed to assuring equal opportunity to all persons and does not discriminate on the basis of race, color, religion, religious creed, sex, pregnancy, ancestry, national origin, age, affectional or sexual orientation, genetic information, gender identity, gender presentation, veteran’s status, marital status or disability in its educational programs, activities, or employment practices as required by Title IX of the Educational Amendment of 1972, section 504 of the Rehabilitation Act of 1973, and other applicable statutes.
Inquiries concerning Title IX relating to equal opportunity on the basis of sex should be referred to: Title IX Coordinator, Mikiba W. Morehead, Ed.D., TNG, LLC, at [email protected].
All other equal opportunity inquiries, including those based upon disability, should be referred to: The Director of Equity, Diversity & Belonging, at [email protected] or 215-619-7383.
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