Executive Assistant to the AVPTL

3 weeks ago

Columbia, United States Howard Community College Full time

About Us

Howard Community College (HCC) is an exciting place to work, learn, and grow

Howard Community College values diversity among its faculty, staff and student population. We are an innovative institution that is committed to responding to the ever-changing needs and interests of a diverse and dynamic community. No matter where you want to go in your career, you can get there from here

Position Title Executive Assistant to the AVPTL FLSA Exempt FT/PT Full Time Hours Per Week 37.5 Work Schedule M-F 8:30-5 Grade 12 Minimum Compensation $52,440 General Responsibilities

The Associate Vice President of Teaching and Learning (AVPTL) scope of duties, role and responsibility has expanded to includes the colleges newly created three academic divisions. An executive assistant to the AVPTL one must be a resourceful, detail-oriented, high-performing self-starter with the capacity to interact and engage with divisional leadership, faculty, and staff in an active and high-demand environment. This is an excellent opportunity for an organized, collaborative individual who is positive, creative, and energetic with a strong service orientation; is broadly curious; has a healthy sense of humor; is collaborative, flexible, and team oriented.

This position provides administrative support to the AVPTL and assists the AVPTL with the division leadership, faculty and staff in the workflow for the Office of the Provost and Executive Vice President (PEVP) by providing executive administrative support and serves as a liaison between the AVPTL, PEVP staff and the rest of the college community. The person must be able to maintain records, coordinate schedules and communicate essential information for the AVPTL, participate in college meetings, and serve as a member of the AVPTL's staff.

Work Performed

* Communicates knowledgeably, responsively and with cultural competence at all levels with college and community when answering office telephones or greeting visitors on behalf of the AVPTL and the Office of the Provost and Executive Vice President. Maintains a record of calls and/or visits and specific messages.
* Responds to internal and external communication to include in-person, electronic mail and voice mail.
* Interact with students, college staff, and general public to provide accurate information or direct to appropriate staff when necessary.
* Answers calls, makes appointments, maintains calendar, and is frequently first point-of-contact for those need to meet with the AVPTL.
* Coordinates logistics for internal and external meetings on behalf of the AVPTL. Understands how to utilize calendar management as an element of strategic management.
* Drafts and initiates correspondence, announcements, materials, and briefings for AVPTLs meetings, events and trips.
* Reviews and proofreads written content generated by the AVPTL and other relevant written materials.
* Manages preparation and tracking of items necessary for the PEVP in preparation for Board of Trustees' materials on behalf of the AVPTL.
* Familiarity with collecting, compiling and reporting out data and metrics related to performance management documents for faculty, staff within the AVPTLs purview.
* Assists in event and program support and logistics
* Maintain clerical workflow including coordinating, scheduling, assigning, and reviewing office work for the AVPTL.
* Possesses knowledge of office procedures and college policy in the performance of duties.
* Determines and manages maintenance and facility needs and ensure that they are met by the appropriate departments within the college or by outside vendors.
* Manages all budget and accounting records associated with purchases, expenses and payments for the AVPTL areas. This function includes the preparation of online purchase requisitions using Colleague, maintaining follow-up on invoices and payments, and review of monthly financial report to match expenses and payments to reconcile the cost center account. Prepares the monthly procurement card log for the AVPTL.
* Assists in preparing the yearly operating budget for the AVPTL.
* Manages the maintenance and supervises the purchase of all office equipment and supplies for the AVPTL.
* Performs other duties as assigned.

Minimum Education Required Associate's degree Minimum Number of Years Experience Required 5 Other Knowledge Required

* Associates Degree or equivalent college coursework, supplemented with progressive responsibilities and minimum 5 years recent work experience in an office environment.
* Advanced knowledge of Internet and Microsoft Office (Word, Excel, PowerPoint, Access, Outlook) required; experience with other software applications and information systems strongly preferred.
* Demonstrated commitment to diversity, equity and inclusion within work environment and throughout service delivery.
* High energy and flexibility to manage diverse responsibilities and multiple tasks in a fast-paced environment.
* High degree of organization, attention to detail, and ability to multi-task.
* Excellent writing skills: the ability to draft and edit high quality written materials and correspondence.
* Strategic communication skills: the ability to develop content, determine framework and flow, and design format for slide decks and multimedia presentations.
* Exceptional verbal communication skills: the ability to exercise a high degree of diplomacy, collaboration and problem solving.
* Outstanding interpersonal skills: the ability to interact with diverse internal and external constituents.
* Ability to work independently, organize resources, and accept responsibility for completing assignments with minimal or no supervision.
* Ability to communicate effectively with college students, staff, faculty, community members and external organizations.
* Must be able to maintain strict confidentiality, handle sensitive information with discretion and use good judgment in dealing with all levels of individuals within the college and the community.
* Ability to communicate effectively, both verbally and in writing.
* Understand when to take initiative to get things started, keep them moving, and get them to "done" and also can discern when the VPEIT or Director must make the decision.
* Regular attendance is a requirement of this job.
* Performs all duties while considering the impact of any actions on the college's sustainability initiatives in the areas of environmental stewardship, social responsibility, and economic prosperity.

Working Conditions

Requires extensive coordination with internal and external constituents. Extended hours required during peak periods and special events. Fast-paced office environment with frequent interruptions and distractions.

Supervisory Postion? No Division Teaching and Learning (Div) - NEW Department Teaching and Learning Services - New

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