Workforce, Career, And Community Education Executive Assistant

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 Workforce, Career, and Community Education Executive Assistant FLSA Exempt FT/PT Full Time Hours Per Week 37.5 Work Schedule Monday

• Friday 8:30am-5:00pm Grade 12 Minimum Compensation $52,440 General Responsibilities

Provides administrative support to the Vice President of Workforce, Innovation, and Strategic Partnerships (VPWIS), Associate Vice President of Workforce Development, and Senior Directors. Assists the VPWIS in the workflow for this Division by providing executive administrative support and serves as a liaison between Workforce, Career, and Community Education (WCCE) and the rest of the college community. Responsible for supervising administrative and clerical support to WCCE division coordinators and managers. Maintains records for the VPWIS, participate in college meetings, and serve as a liaison to the President's Office.

Work Performed

• Screen calls, makes appointments, maintains calendar, and is frequently first point-of-contact for those need to meet with the VPWIS.

• Manage preparation and tracking of Board of Trustees' materials for the VPWIS

• Determine level of signature authority needed, maintaining a report for submission to the Board of Trustees, and maintaining a file of all original contracts and agreements generated by this Division.

• Supervise two Continuing Education Office Associates IV, coordinates all office coverage needs for the reception area of the division and evaluates performance and makes merit recommendations.

• Supervise part-time non-budgeted support staff and monitors assignments and schedules, provides instruction/direction, determines when additional help is needed, and evaluates performance.

• Supervise and monitor clerical workflow including coordinating, scheduling, assigning, and reviewing office work for division.

• Possess knowledge of all office procedures and supervised staff's duties.

• Manage the plant facilities for the Hickory Ridge and is responsible for determining maintenance and facility needs and ensuring that they are met by the appropriate departments within the college or by outside vendors.

• Communicate knowledgeably at all levels with college and community when answering administrative office telephones. Maintains a record of calls and specific messages.

• Interact with students, college staff, and general public to provide accurate information or direct to appropriate office staff when necessary.

• Prepare and distribute agenda for the monthly Program Manager/Director Meetings and prepare and distribute minutes of these meetings.

• Respond to internal and external communication to include in-person, electronic mail and voice mail regarding procedures, problems and requests in WCCE.

• Manage all accounting records associated with purchases, expenses and payments for the Operations cost center for WCCE. This function includes the preparation of online purchase requisitions using Colleague, maintaining follow-up on invoices and payments, and review of monthly financial report to match expenses and payments to reconcile the cost center account. Prints out financial reports for these cost centers.

• Using Outlook software, maintain a vacation schedule for the office staff. Provides support and directions to other office staff members on use of all current office software and helps resolve computer software questions.

• Provide administrative and clerical support for the VPWIS.

• Manage the entire HR 100 office inventory of furniture and works directly with the Capital Projects Coordinator & Interior Designer to replace outdated furniture in the Hickory Ridge Building.

• Manage the maintenance and supervise the purchase of all office equipment and supplies for the division.

• Perform other duties as assigned.

Minimum Education Required Associate's degree Minimum Number of Years Experience Required 5 Other Knowledge Required

• Completion of AA or equivalent including or supplemented with secretarial course work and related college courses.

• Excellent telephone and keyboarding skills.

• Experience in using current software.

• Five years of experience in an office environment requiring excellent technical, organization, interpersonal and problem-solving skills.

• Experience on office equipment such as printer, copier, and FAX.

OTHER REQUIREMENTS

• Ability to work independently, organize resources, and accept responsibility for completing assignments with minimal or no supervision.

• Must pay attention to detail and be able to handle multiple assignments at the same time.

• Good prioritization and time management skills essential.

• Ability to communicate effectively with college staff students, instructors, and outside organizations.

• Must be able to maintain strict confidentiality and use good judgment in dealing with all levels of individuals within the college and the community.

• Ability to communicate effectively, both verbally and in writing.

• Regular attendance on site 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.

SUPERVISION

• Direct and organize work for WCCE front desk assistant and part-time temporary support staff.

Working Conditions

• Long periods of time in front of CRT.

• Busy office and telephones.

Supervisory Postion? Yes Division Workforce, Career, and Community Education

• NEW Department Workforce, Career, and Community Education DEPT

• NEW