Hudson Valley Community College - Troy, NY
posted about 2 months ago
Full-time - Entry Level
Troy, NY
501-1,000 employees
Educational Services
About the position
The Assistant to the Vice President for Workforce Development and Community Education at Hudson Valley Community College plays a crucial role in supporting the VP by managing administrative functions, handling confidential information, and facilitating communication within the college. This position requires a proactive approach to assist in various tasks, including budget preparation, event coordination, and document management, ensuring smooth operations within the office.
Responsibilities
- Handle highly confidential information and perform specialized administrative functions for the VP.
- Respond to oral and written communications related to academics, student issues, legal matters, and personnel issues.
- Conserve the VP's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information.
- Facilitate communication between the VP's Office and their direct reports, maintaining credibility and trust.
- Collaborate with other College VPs and their administrative staffs to support office functions.
- Process StartUP NY proposals and prepare agenda/presentations for meetings with business partners.
- Prepare internal memos, proposals, HR paperwork, and disseminate to appropriate campus employees.
- Assist in budget preparation and monitor budget questions throughout the fiscal year.
- Act as liaison with various departments regarding processing approved travel, requisitions, and payroll authorizations.
- Coordinate events with facilities, catering, communications, and events offices.
- Review Articulation Agreements, Consultant Agreements, Grants, and RemoteWork Agreements for completeness.
- Create Travel Authorizations and prepare Travel Expense Reports for the VP.
- Maintain electronic record systems for all documents related to the VP's office.
- Manage the VP's calendar and schedule meetings.
- Create PowerPoints, fillable forms, and digital signature documents as needed.
- Streamline processes and procedures for the VP's office.
- Serve on search committees to fill open positions as requested.
- Provide notary service for staff and students.
- Perform additional duties as assigned by the VP.
Requirements
- Associate's Degree and two or more years of paid work experience in an administrative office setting.
- Proficiency with office software, preferably Microsoft Office.
- Exceptional oral and written communication skills.
- Strong interpersonal skills to handle high-level internal/external contact.
- High degree of organizational skills and attention to detail.
- Ability to cope with simultaneous and competing work demands.
Nice-to-haves
- Bachelor's Degree preferred.
Benefits
- Health Insurance
- Dental Insurance
- Vision Insurance
- Retirement plan
- Free tuition waivers for employees and their families
- Generous leave policy
- Eligibility for the PSLF Program for government or not-for-profit employees
