Executive Assistant To The Office Of The Provost - Middlesex Community College

About Middlesex Community College:

Middlesex Community College (MCC), established in 1970, provides access to affordable education for a diverse community from all ethnic backgrounds and identities, preparing individuals for success and lifelong learning. We promote academic excellence, provide workforce development opportunities, and empower all learners to become productive and socially responsible members of our local and global communities.

The College provides a broad range of services that are essential to attract, reward, and retain talented faculty and staff. The MCC community promotes a culture of inclusion in which our employees feel supported and empowered to best serve our diverse student population. We are proud to offer our classes on both the Bedford and Lowell campuses, as well as a robust online course offering. MCC is committed to transforming lives as we educate, challenge, and support all students as evident in our strategic plan.

As an Affirmative Action employer, MCC strongly encourages members of underrepresented groups, minorities, women, veterans, persons with disabilities, and all persons committed to diversity and inclusive excellence to apply.

Job Description:

Title: Executive Assistant to the Office of the Provost

Unit: Non-Unit Professional (NUP)

Department: Office of the Provost, Academic and Student Affairs

Reports to: Provost and Vice President of Academic & Student Affairs

Date: March 18, 2024

General Summary: We are seeking an exceptional individual to join our team as the Executive Assistant to the Provost and Academic and Student Affairs Division. Our ideal candidate is not only extremely well organized and energetic but also brings a positive attitude, problem-solving skills, and the flexibility to navigate diverse challenges. They must be capable of navigating the multifaceted demands of a bustling Provost's office, which oversees the largest and most active portion of the college. Academic and Student Affairs encompasses all faculty, academic programs, student affairs, and support programs, advising, as well as both full-time and part-time staff working in the division, institutional research, as well as grants and resource development.

Under the direction of the Provost/Vice President of Academic and Student Affairs, this position is responsible for overseeing the management and operation of the Office of the Provost/Vice President of Academic and Student Affairs. They will provide complex administrative support for all office and position activities, budget lines, and logistics, ensuring their smooth and timely function. Additionally, the Executive Assistant will serve as a creative thought partner to the Provost and the Provost's team, engaging in discussions and meetings, and providing strategic administrative and clerical support for programs and projects.

The ideal candidate will be an integral part of a dynamic, engaged team that, like the candidate, is committed to making Middlesex Community College an equity-centered campus, providing all students a path to economic mobility. This role offers an exciting opportunity to contribute to the College's mission and plays a vital role in supporting the Provost's leadership in Academic and Student Affairs.

Duties and Responsibilities:

• Manages and coordinates complex scheduling of the Provost's day and evening appointments, including both virtual meetings, face-to-face, and hybrid meetings, making changes as necessary; prepares and organizes essential material, travel information, and documents for the Provost's daily schedule.

• Provides administrative support to the Provost. Duties include managing correspondence, preparing and reviewing electronic documents, and written communications, and presentations, scheduling meetings, answering telephones and e-mail messages, and document management including sensitive documents.

• Coordinates with Provost's direct reports which includes scheduling meetings, organizing meeting agendas, attending meetings and taking minutes, maintaining accurate files, and ensuring appropriate follow-up to meeting actions.

• Fosters an environment of accessibility and openness by ensuring that the Provost/Vice President and their office are available for students, faculty, and staff. Communicates issues of importance and priority to the Provost/Vice President. Serves students, faculty, and staff with compassion and patience.

• Supports diversity, equity, and belonging initiatives developed by the Office of the Provost, as well as the College.

• Oversees and manages multiple budget indexes in the Provost/Vice President's Office to further the projects and activities of the Provost's Office in adherence with state guidelines.

• Organizes and/or assists in all aspects of the Office's relevant college activities and celebrations, with special consideration for commencement, as well as hosting of meetings by external organizations on campus, and hosting visiting international delegates.

• Organizes the Provost's attendance at conferences, arranges for conference registration, airfare, and hotel accommodations, and assists in the development of conference presentations and speeches.

• Coordinates purchasing of equipment and supplies

• Processes monthly, Provost's expenses, credit cards, catering funds, etc.

• Maintains minutes/notes for relevant meetings

• Maintains and updates contact information for legislators, public and private partnerships, and all community boards as well as community members and educational professionals

Other Duties and Responsibilities:

• Assists in promoting and maintaining responsive community relations.

• When and where appropriate, represent the Office of the Provost internally and in the external community.

• Performs other related duties as required and assigned.

Requirements:

• Associate's degree and three to five years of related experience, or equivalent combination of education and experience.

• Ability to manage complex communications and to learn and effectively use a variety of technical systems.

• A strong commitment to the College's equity goals and mission.

• Ability to recognize college-wide priorities and work cooperatively to support their accomplishment.

• Experience as a reliable and trusted problem solver.

• Demonstrated ability to communicate effectively both verbally and in writing, to establish positive public relations for the College, and to interact effectively with a wide variety of people.

• Experience with current best practices in office management and digital equipment including the use of computers and mobile devices.

• Ability to adapt to new demands, including technology as it relates to supporting the Office of the Provost.

• Ability to learn, apply, and follow state and government policies and procedures, as well as collective bargaining requirements related to the division of Academic and Student Affairs.

• Ability to administer multiple tasks while under pressure, work independently, and consistently meet deadlines.

• Ability to work with a wide range of individuals and maintain composure in difficult situations.

• Willingness to work extended hours and weekends, when needed.

• Maintains confidentiality of sensitive information.

• Ability to work with a wide range of individuals and maintain composure in difficult situations.

• Experience with equity-minded work and/or understanding of individuals of diverse identities such as race, ethnicity, socioeconomic level, sexual orientation, veterans, and individuals with different academic preparation levels and varying physical and learning abilities.

Additional Information:

Salary Range: $60,000-$70,000; actual salary commensurate with academic background and experience. Employees of Middlesex Community College are considered employees of the Commonwealth of Massachusetts and receive benefits, which include:

• High-quality and affordable health insurance through the Commonwealth's Group Insurance Commission (GIC)

• Competitive Dental and Vision Plans

• Flexible Spending Account and Dependent Care Assistance programs

• Low-cost basic and optional life insurance

• Retirement Savings: State Employees' Pension or Optional Retirement Program (ORP) and Deferred Compensation 457(b) plan or 403(b).

• 12 paid holidays per year and competitive Sick, Vacation, and Personal Time

• Tuition Benefits for employees and dependents at state colleges and universities

• Short-Term Disability and Extended Illness program participation options

• Professional Development and Continuing Education opportunities

• Cell Phone Bill Discounts with Verizon and T-Mobile Cell Phone Carriers

• Access to the Commonwealth's Mass4You, employee assistance program

• Free employee parking on Bedford and Lowell campuses

• Eligibility towards Public Service Loan Forgiveness (PSLF)

Location: Lowell campus with occasional travel to Bedford as needed

Hours: 37.5 per week, schedule to be determined upon hire. This position will be eligible for a maximum of two days of telework in accordance with the College's telework policy.

Expected Start Date: May 2024

Application Deadline: April 8, 2024

Application Instructions:

All applicants must apply online by submitting:

• Cover Letter

• Resume

• Names and contact information for three (3) professional references

Pre-Employment Requirements:

The College will not sponsor applicants for work visas.

All offers of employment at Middlesex Community College are contingent upon clear results of a thorough background check. Background checks will be conducted on all final candidates, as deemed necessary.

Middlesex Community College only accepts application materials through our online application system. We are unable to accept application materials through mail, email, fax, or hand delivery. If you do not have access to a computer, please contact Human Resources at careers@middlesex.mass.edu.

Middlesex Community College strives to make the application and interview process accessible for all applicants but understands that applicants may still encounter barriers due to ability, language, or technology. If we can make the process any more accessible for you, contact Human Resources at 781-280-3549 or careers@middlesex.mass.edu.