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Frederick, United States Hood College Full timeUnder the general direction of the Executive Assistant to the Provost/ Faculty Services Coordinator, the Administrative Assistant provides high-level office management and support for the departments of Biology, Chemistry/ Physics, Mathematics, Compu Administrative Assistant, Faculty, Executive Assistant, Administrative, Computer Science, Equipment...
Administrative Assistant to The Vice Presidents for
4 months ago
**Essential duties include the following, **however other duties may be assigned.
**Meeting/Event Planning and Coordination (35%)**
- Prepares agenda and minutes for monthly direct reports and department budget review meetings. Directs preparation of official records for Board of Trustees Committees - Finance and Facilities, Investment, Audit and Risk Management, and Student Success (including Academic Affairs subcommittee)
- such as agendas, notices, Board materials, minutes, and resolutions and other action items.
**Office of Vice President for Academic Affairs**
- Oversees faculty meeting preparation and minutes; coordinates with the Faculty Executive Committee as needed for meeting planning and preparation.
- Oversees department chair and provost council meeting preparation and minutes; coordinates agenda items with the respective constituent group.
- Works with faculty services and other campus constituents to coordinate spring Honors Convocation nominations, and develops the program and script for the event.
- Facilitates planning and coordination of academic events including convocation, honors convocation, and commencement.
- Submits notification of annual Academic Program Reviews; coordinates planning and correspondence with external reviewers.
**Office of Vice President for Finance**
- Sets up conference rooms and initiates Teams or Zoom calls.
- Assists with follow-up tasks from meetings with Controller, Chief Information Officer, Director of Business Services, and Director of Facilities.
- Prepares agendas, meeting materials, presentations, notices, and minutes for the Planning, Budgeting, and Assessment Committee (PBAC)(bi-weekly meetings),, and other ad hoc committees.
- Prepares agenda and minutes for monthly meetings with the endowment investment advisor.
- Assists in the preparation and uploading of materials for weekly Senior Team meetings.
- Collects documents and helps prepare the Vice President’s Office and Accounting Office for annual audit.
- Assists Vice Presidents with post-meeting follow-up or action items.
**General Administrative Duties and Customer Service (25%)**
- Assists each Vice President in meeting their respective division goals.
- Manages daily correspondence, telephone calls, and walk-in traffic within the offices.
- Provides welcoming front-line service to Hood’s faculty, staff, students, Board of Trustees, alumni, consultants, and external community.
- Answers telephone calls and receives visitors from faculty, staff, students, and others; responds to all inquiries with a high level of professionalism; follows up as necessary.
- Separates, opens, scans (if necessary), and distributes or files mail and responds as required.
- Maintains and monitors budget and purchasing records for each office.
- Collects, organizes, codes, processes, and submits all budget & accounts payable items to the accounting office.
- Handles travel arrangements and processes travel reimbursement requests.
- Creates, maintains, and checks various spreadsheet files.
- Reviews office procedures to recommend changes to improve internal controls and to increase efficiency and effectiveness.
- Data gathering, research, and analysis for various projects and preparation of PowerPoint presentations.
- Limited supervision and mentoring of student interns in each office.
- Office of Vice President for Academic Affairs
- Collaborates with Office of Institutional Research and Assessment and coordinates notification process and collection of all department and administrative annual reports, and faculty annual reports.
- Office of Vice President for Finance
- Organizes and files documents, including uploading to Teams.
- Assists with compiling and formatting the annual Budget Book.
- Assists in compiling documents and reports for MICUA.
- Assists with capital project-related tasks.
**Scheduling (20%)**
- Manages each Vice President’s electronic calendar and schedules appointments and meetings.
- Coordinates with others or uses scheduling tools like Doddle Poll to determine best meeting dates.
- Completes arrangements for scheduled meetings and conferences; schedules rooms through the Director of Conference and Event Services, sends out Outlook meeting invites (with Teams or Zoom links if necessary), coordinates all internal services (IT, catering, etc.); produces and distributes correspondence, updates, etc.
- Monitors Hood College calendars, campus events, master calendars, etc. and adjusts vice president’s calendars appropriately.
- Office of Vice President for Finance
- Manages and coordinates “look ahead” calendars for the Vice President for Finance and direct reports. Provides updates for monthly direct reports meetings.
**Communication and Correspondence (15%)**
- Responds independently to inquiries on behalf of the Vice Presidents or directs inquires to other staff as needed, responds to Board member inquiries, prepares responses that involve significant and non-routine matters for
