Executive Assistant to the AVPTL

$52,440 - $52,440/Yr

Howard Community College - Baltimore, MD

Full-time - Entry Level

Baltimore, MD

Educational Services

About the position

The Executive Assistant to the Associate Vice President of Teaching and Learning (AVPTL) at Howard Community College (HCC) plays a crucial role in providing comprehensive administrative support to the AVPTL. This position is designed for a resourceful, detail-oriented, and high-performing self-starter who can effectively engage with divisional leadership, faculty, and staff in a dynamic and high-demand environment. The ideal candidate will possess a strong service orientation, be collaborative, flexible, and team-oriented, and have a positive and energetic demeanor. This role is pivotal in ensuring smooth operations within the Office of the Provost and Executive Vice President (PEVP), facilitating communication and workflow among various stakeholders within the college community. The Executive Assistant will be responsible for managing the AVPTL's calendar, coordinating meetings, and serving as the first point of contact for individuals seeking to meet with the AVPTL. This includes answering calls, making appointments, and maintaining a record of communications. The role also involves drafting correspondence, preparing materials for meetings, and assisting in the preparation of the yearly operating budget. The Executive Assistant will need to demonstrate a high degree of organization and attention to detail, as well as the ability to manage multiple tasks in a fast-paced environment. Additionally, the position requires maintaining confidentiality and exercising discretion when handling sensitive information. In this role, the Executive Assistant will also be involved in event planning and logistics, managing budget and accounting records, and ensuring that all office equipment and supplies are maintained. The position requires a commitment to diversity, equity, and inclusion, as well as an understanding of the college's sustainability initiatives. Overall, this position offers an excellent opportunity for an organized and collaborative individual to contribute to the success of the AVPTL and the broader college community.

Responsibilities

• Provide administrative support to the AVPTL and assist with workflow for the Office of the Provost and Executive Vice President.
• Communicate knowledgeably and responsively with college and community members when answering office telephones or greeting visitors.
• Respond to internal and external communications, including in-person, electronic mail, and voice mail.
• Interact with students, college staff, and the general public to provide accurate information or direct them to appropriate staff.
• Answer calls, make appointments, maintain the AVPTL's calendar, and serve as the first point of contact for meetings with the AVPTL.
• Coordinate logistics for internal and external meetings on behalf of the AVPTL.
• Draft and initiate correspondence, announcements, materials, and briefings for AVPTL's meetings, events, and trips.
• Review and proofread written content generated by the AVPTL and other relevant materials.
• Manage preparation and tracking of items necessary for the PEVP in preparation for Board of Trustees' materials.
• Assist in event and program support and logistics.
• Maintain clerical workflow including coordinating, scheduling, assigning, and reviewing office work for the AVPTL.
• Determine and manage maintenance and facility needs and ensure they are met by appropriate departments or vendors.
• Manage all budget and accounting records associated with purchases, expenses, and payments for the AVPTL areas.
• Assist in preparing the yearly operating budget for the AVPTL.
• Manage the maintenance and supervise the purchase of all office equipment and supplies for the AVPTL.

Requirements

• Associate's degree or equivalent college coursework.
• Minimum of 5 years of recent work experience in an office environment with progressive responsibilities.
• Advanced knowledge of Internet and Microsoft Office (Word, Excel, PowerPoint, Access, Outlook).
• Demonstrated commitment to diversity, equity, and inclusion within the work environment.
• High energy and flexibility to manage diverse responsibilities and multiple tasks in a fast-paced environment.
• High degree of organization, attention to detail, and ability to multi-task.
• Excellent writing skills with the ability to draft and edit high-quality written materials and correspondence.
• Strategic communication skills to develop content and design formats for presentations.
• Exceptional verbal communication skills with a high degree of diplomacy and collaboration.
• Outstanding interpersonal skills to interact with diverse internal and external constituents.
• Ability to work independently and accept responsibility for completing assignments with minimal supervision.
• Ability to maintain strict confidentiality and handle sensitive information with discretion.

Nice-to-haves

• Experience with other software applications and information systems.
• Knowledge of college policies and procedures.

Benefits

• Competitive salaries
• Excellent medical and dental selections
• Tuition reimbursement
• Paid leave programs
• Participation in the Maryland Retirement and Pension System with two retirement options: The Pension and The ORP (403b).