General Statement of Duties
We are seeking a highly-motivated administrative professional to work in a fast-paced, dynamic community college environment. This person will be responsible for managing the office of Academic Affairs and providing consistent administrative support to the Vice President of Academic and Student Affairs. This person will work daily with faculty, staff and students so a strong background in excellent customer service is imperative. Time management, organization and attention to detail are crucial components of this position. Primary responsibilities of this role include liaising with the office of Student Affairs, maintaining calendars and schedules, planning and organizing events for the Division, and problem solving daily issues, requests and demands. Strong analytical, communicative and interpersonal skills are required.
- Provide administrative assistance to the Vice President of Academic & Student Affairs for the day-to-day operation of the office;
- Provide a considerable degree of decision-making and thorough knowledge of the functions of the College and the Division;
- Have familiarity with the collective bargaining agreement for faculty and the forms contained therein to assist division deans, faculty and division administrative assistants with their execution and distribution;
- Maintain working knowledge of the budget for the Academic Affairs area and the accounts therein;
- Record and transcribe minutes for monthly Curriculum Committee meetings, bi-weekly Deans Meetings, as well as other ad-hoc meetings and ensure follow-up actions are taken;
- Compose, answer, and distribute correspondence and handle telephone inquiries
- Maintain and ensure accuracy of all records for the Division including attendance, payroll, travel, purchase requisitions, budget requests, etc.;
- Manage institutional policies and procedures as they pertain to the Division;
- Assist students and make referrals to appropriate offices;
- Assist with special projects;
- Assist with the development and editing of the college catalog;
- Accurately maintain busy calendars and schedules;
- Manage events including booking rooms, catering and audio visual
- Run data reports as requested;
- Perform back-up administrative support for the Associate Vice President of Academic Affairs, Assistant Dean of Academic Affairs, and division deans as approved by the Vice President of Academic & Student Affairs;
- Work as a team member with the administrative assistants within the Division and across the College;
- Other duties as assigned.
- Associate degree;
- Excellent organizational skills and attention to detail;
- Experience as an administrative assistant/executive assistant;
- Ability to work in a top-level executive office under stressful conditions at peak times;
- Ability to manage multiple schedules, make appointments, etc.;
- Must have high level of confidentiality and ability to hold professional boundaries;
- Ability to assume responsibility for ensuring conformance to policies;
- Ability to problem-solve and make decisions;
- Extensive knowledge of regulations, policies, and functions of an executive office;
- Ability to run data reports;
- Commitment to student success and retention;
- Excellent written and oral communication skills;
- Ability to assist the public tactfully and diplomatically;
- Proficient computer skills with the ability to use Microsoft Office (all programs) and Microsoft Outlook;
- Bachelor's degree;
- Experience working in a fast-paced, high-volume office;
- Experience working in a college or university;
- Working knowledge of community college systems;
- Experience managing budgets;
- Experience working with a diverse and multilingual population of students and faculty;
- Comfortable with conflict and skilled at conflict resolution;
- Ability to think strategically within a complex work environment .
Applicants who do not meet the qualifications as stated above are encouraged to put in writing precisely how their background and experience have prepared them with the equivalent combination of education, training and experience required for the responsibilities of this position.
Employee Status: Full Time
Hours per Week: 37.5
Number of Weeks: 52
Mount Wachusett Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, ethnicity, gender, disability, religion, age, veteran status, genetic information, gender identity or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the College's Affirmative Action and/or Title IX Coordinator, the Massachusetts Commission against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.
The following documents are required:
2. Cover Letter
Anticipated Effective Date: December 2019
Applications accepted up to and including December 26, 2019
Applications received after December 26, 2019 MAY be considered until the position is filled.
Candidates may be subject to employment screening to include both a Criminal Offender Record Information (CORI) request and a Sexual Offender Registry Information (SORI).