Executive Assistant To VP Of Student Services

1 month ago

North East, United States Cecil College Full time

Job Description

About Us:

Founded in 1968 to meet the post-secondary and continuing education needs of Cecil County residents, Cecil College has been serving the community and shaping its future for more than 50 years. The College is governed by a Board of Trustees appointed by the governor. The College's fifth president, Dr. Mary Way Bolt, reports directly to the Board of Trustees.

Cecil College is centrally located in Maryland's most northeastern county, just one half mile from Interstate 95. It is easily accessible from Philadelphia and Baltimore, as well as from Wilmington, Delaware.

With a diverse student population, Cecil College enrolls approximately 2,500 credit students and 3,400 non-credit students. Cecil offers associate degrees, certificate programs and non-credit classes. Cecil offers a variety of associate degree and certificate programs.

Through its open admissions policy, Cecil College provides learning opportunities for all who have the desire and ability to benefit from its courses and programs, regardless of age, gender, ethnic origin, sexual orientation, disability, or socioeconomic status.

Employees of Cecil College, including instructors for online and virtual courses, must be residents of Maryland or the contiguous states of Delaware, Pennsylvania, Virginia, West Virginia, or the District of Columbia.
Applicants must be currently authorized to work in the US, as the College does not offer Visa sponsorships.
JOB SUMMARY:

This position provides primary administrative and project support to the Vice President of Student Services and Enrollment Management. The Executive Assistant will continuously monitor all budgets within the division and provide weekly updates to the Vice President. Responsibilities also include maintenance of all filing systems, both electronic and written; serving as a liaison between internal and external constituencies; preparing written correspondence; and researching and preparing materials for reports and presentations. Additionally, the Executive Assistant will be required to prepare and maintain confidential files in matters related to personnel records and student grievances.

ESSENTIAL DUTIES:

  • Maintain budget data for the entire division including Admissions, Advising, Athletics, Career Services, Early College, Financial Aid, Library, Registration, and Student Life. Initiate budget transfers as needed to refresh depleted accounts.
  • Manage and utilize budget lines designated for the hiring of part-time personnel within division. This duty also includes maintaining confidential files on each person and completing contracts in a timely fashion.
  • Gather information and compile reports to assist in the preparation of the annual budget request for the division and ensure that requests are aligned with the college's strategic priorities.
  • Gather and compile data from each department within the division on a yearly basis to update key performance objectives and Maryland Higher Education Commission reports.
  • Maintain divisional COOP Plans and process requests to ensure that content is routinely refreshed.
  • Maintain institutional documents and files related to Middle States self study, interim reports, and periodic review. Assist Vice President to ensure documentation is appropriately current and fulfills standards of compliance.
  • Assemble all materials and compile supporting documentation for the Vice President in preparation of various college and divisional reports.
  • Utilize Jenzabar software to provide Vice President with institutional data including student demographics, transcripts, class lists, schedules, and budget reports.
  • Produce and maintain files as required for the Vice President, including creation of files and supporting materials for special projects.
  • Manage multiple projects and work closely with the Vice President to ensure successful completion.
  • Assemble all confidential evaluations in preparation for the Vice President's review and approval. Maintain personnel files for full-time and part-time staff for the Vice President in preparation of annual evaluations.
  • Maintain confidential filesfor the Vice President in matters dealing with students and College grievance proceedings.
  • Act as an interface between the Vice President, colleagues, and students as well as external partners such as the Cecil County Public Schools and four-year colleges and universities.
  • Serve on ad hoc committees as requested and appointed by the Vice President.
  • Prioritize and schedule all recurring meetings for division within Ad-Astra. Provide instruction to coworkers on the process of scheduling one-time meetings. Work closely with Event Coordinator to schedule conferences and direct facility and IT set-up requirements.
  • Provide general duties to the Vice President such as recording, transcribing, and distributing minutes of bi-weekly staff meetings; purchasing of supplies; renewal of subscriptions and memberships; scheduling of appointments; mail sorting and distribution; prioritizing and answering phone calls and routine correspondence; preparing correspondence and necessary forms used by the office; composing or transcribing documents from rough draft, and arranging travel.
  • Track Title IX trainings and maintain Title IX TEAM.
  • Maintain Student Services and Enrollment Management email group in Outlook.
  • Assist Student Life with tasks associated with PTK data, Graduation, Student Advocacy Day, and First Generation projects.
  • Assist Early College department with collection and tracking of student paperwork. Work with the Bursar to ensure all necessary scholarship paperwork has been completed. Assist with ECA Welcome Back and Dual Enrollment Orientation events.
  • Attend annual commencement ceremony and assist with duties as assigned.
  • Other duties as assigned.
REQUIREMENTS:

Education: Associate's Degree in a related field. Bachelors preferred.

Experience: Minimum of three years' experience in administrative position.

Skills/Training: Technical skills and extensive knowledge of Microsoft office software. Excellent written, oral, & interpersonal communication skills. Project management experience with organizational and decision-making skills. Detail oriented team player with creative ideas. Enthusiasm combined with the initiative to manage projects with minimal supervision.

Proficiencies: Demonstrated abilities to coordinate multiple schedules, assess priorities, and meet deadlines, and proficiency in problem-solving. Must also demonstrate a high level of confidentiality and discretion.

Scheduling: Monday - Friday; 8am to 4:30pm. This position is not overtime eligible. Varied work schedule during critical periods sometimes requiring evening, Saturday, and Sunday work hours. Due to the need of interaction with students, employees, and the college community this position requires in-person presence. This position is eligible for telework per the Telework Policy.

Physical Demands:This position classifies the physical exertion requirements as sedentary work involving lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally, and other sedentary criteria are met.

Work Environment:Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as office or meeting and training rooms, e.g., use of safe work place practices with office equipment, avoidance of trips and falls, and observance of fire and building safety regulations, and traffic signals when driving.

Position Posted Until Filled.
Based upon the budgeted hours of a position, contribution to the Maryland State Retirement Pension System may be required.
*We are committed to ensuring equal opportunity and non-discrimination in all hiring and employment practices. Cecil College will not discriminate against any individual by reason of race, color, national origin, ancestry, age, religion, disability, sex, sexual orientation, gender identity and expression, genetic status, genetic information, veteran status or any other status protected by federal, state or local law.

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