Executive Assistant to the Provost and Executive Vice President

Howard Community College; Columbia (MD); On-site; USD 47,000 - 58,000; Full time

Benefits offered by this job

Medical and dental coverage

Tuition reimbursement

Paid leave

Job summary

Howard Community College is seeking an Executive Assistant to the Provost and Executive Vice President. The role provides critical administrative support, including scheduling, correspondence, and committee coordination, to ensure smooth operations in the Provost’s Office.

The position requires an Associate’s degree, 5 years of office experience, and strong proficiency with Microsoft Office and Colleague HRIS. A notary license is preferred or willingness to obtain one.

Qualifications

• Associate's degree and 5 years of office experience.
• Advanced knowledge of Internet and Microsoft Office (Word, Excel, PowerPoint, Access, Outlook).
• Outstanding interpersonal and communication skills, and ability to work well in a team.
• Notary license required or willingness to obtain one.

Responsibilities

• Manage scheduling and calendars for the Provost, EVP, and Executive Associate.
• Respond to inquiries via in-person, phone, email, and written correspondence; prepare and disseminate materials.
• Prepare minutes, correspondence, reports, and maintain paper/electronic files.
• Collaborate with internal and external stakeholders and support college committees.

Skills

Interpersonal skills

Communication skills

Microsoft Office

Internet proficiency

Education

Associate's degree

Tools

Colleague HRIS

Job description

About Us

Howard Community College (HCC) is an exciting place to work, learn, and grow! We are proud to have received the Great Colleges to Work For honor for 12 consecutive years, 2009-2020. 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 Provost and Executive Vice President

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

Provides administrative support to the office of the Provost and Executive Vice President and is the assistant to the Provost and Executive Vice President and to the Executive Associate to the Provost and Executive Vice President. Manages scheduling, meetings, purchasing, and special projects, as assigned. Supports the Associate Vice Presidents of Enrollment Services and Student Development, and PEVP directors on general student services matters, including student complaints and resolutions, as needed. This position requires detailed coordination of information and activities with internal and external stakeholders. Must be able to effectively handle multiple and often competing priorities in a fast-paced, deadline driven environment.

Work Performed

Manages appointments and meetings for the Provost and Executive Vice President, and the Executive Associate. Regularly reviews calendars for accuracy and completeness, and reconciles any discrepancies. Manages responses to inquiries, including in-person, telephone, e-mail and other written correspondence. Supports PEVP direct reports, as assigned. Assists Executive Associate to the Provost and Executive Vice President with matters, including, but not limited to scheduling appointments, preparing and disseminating correspondence, and taking minutes. Utilizes student conduct software program to update system, create, verify, and maintain paper and electronic disciplinary records and correspondence. Ensures file completion and accuracy. Serve as initial PEVP contact for disciplinary record background checks and student code of conduct matters. Collaborates with the VPTL on disciplinary issues which also involve academic complaints. Run Colleague report for students of concern identified by the Admissions Office; conduct telephone and/or written follow-up with identified students, as appropriate Assist students, faculty, and staff with resolving student complaints via telephone, email, or in person. Coordinates needs for meetings and conferences to include room reservations, set-up, refreshments, audio-visual equipment, housekeeping, Public Safety, and other materials as needed Maintains office records for the office of the Provost and Executive Vice President, in compliance with the college's record retention policy. Participates on the college's Convocation, Student Advocacy Day, Student Donor Luncheon, Day of Learning, Student Awards celebration, and Commencement planning committees. For Convocation, collects and compiles biographies, initiates purchase requisitions and places orders for plaques, retirements, and other appropriate awards/recognition. Attends other college meetings as directed by the Provost and Executive Vice President, and the Executive Associate. Assists with monitoring budget. Initiates and tracks records of purchase requisitions and budget transfers. Drafts and proofs correspondence, minutes and reports utilizing work processing, spreadsheet, database, and presentation graphics software. Performs filing. Offers suggestions for improvements of office procedures to increase productivity and provides recommendations for enhancing/strengthening the Student Success area. Provides receptionist duties. Manages responses to inquiries of every kind, including in-person, telephone, e-mail, voicemail, and written correspondence. Copies, binds, and disseminates items, as requested. Receives, tracks, screen, sorts, and disseminates incoming mail. Process documents requiring PEVP signature and forwards all signed documents to appropriate offices. Creates and maintains paper and electronic files to help log, track, and organize PEVP information, such as signature tracking log, additional assignments, and contracts. Collects and compiles non-purchasing agreement information for the PEVP area disclosure to the Board of Trustees. Maintains organizational chart and emergency call list for the PEVP area. Helps prepare and track Board of Trustees materials for the office of the PEVP. Tracks and prepares items requiring Provost and Executive Vice President, and/or on-line approval. Maintains electronic tracking of materials requiring PEVP signature. Orders and inventories all office, equipment, contracted services and special supplies and monitors office supply budget. Provide cost-saving suggestions and alternatives. Conducts research on special topics and assists other departments under Student Success on special projects, as needed. Participates in professional development activities 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.

Other Requirements

• Outstanding interpersonal and communication skills, including verbal and writing skills and ability to work effectively as a team member.
• Prior experience with diverse populations and demonstrated understanding of diverse needs.
• Outstanding organizational skills, the ability to take the initiative and the ability to multi-task required.
• Ability to use initiative to identify and resolve problems.
• Ability to prioritize tasks and meet deadlines. Requires flexibility in dealing with changing priorities in a high-stress, fast-paced environment.
• Ability to operate office equipment such microcomputer, typewriter, photocopier, multi-line phone, and facsimile machine.
• Ability to interact effectively with others to determine needs and support requirements.
• Ability to write clearly and concisely, including good working of all basic language skills; i.e., spelling, punctuation, grammar, and language use. Ability to edit own work and proofread correspondence.
• Ability to maintain strict confidentiality.
• 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.

Licensing / Certification

Licensed notary, or willingness to become a licensed notary

Publications / Resources Used

College policies and procedures, manuals, and publications (catalogues, student handbooks, credit and non-credit schedule of classes, brochures, and advertisements), Colleague and other computer software/hardware manuals.

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 Position?

No

Division

Student Success (Div)

Department

Student Success Office

Benefits Summary

Howard Community College offers competitive salaries, excellent medical and dental selections, tuition reimbursement and paid leave programs. As a participating member of the Maryland Retirement and Pension System, HCC offers two retirement options: The Pension, which requires a 7% employee contribution and The ORP, a 403(b) with a 7.25% employer contribution only. Employees in positions that do not require a bachelor's degree must participate in The Pension. Employees that possess a bachelor's degree and hold professional positions that require a bachelor's degree may choose to participate in either The Pension or the ORP.

EEO Statement

Howard Community College (HCC) is an Equal Employment Opportunity & Aff…