Work Week
40 Hours | Flexible schedule to meet department needs to include evenings and weekends. Additional hours beyond schedule may be required.
Position Summary
Responsible for providing advanced confidential administrative support to the Vice President of Academic Affairs and Workforce Development (VPAAWD). Provide outstanding customer service to employees, students and external customers demonstrating MCC Behaviors of Excellence. Maintain smooth operation of the office, effectively and efficiently handling a variety of administrative support duties that support the Academic Affairs or Student Affairs to meet its strategic and service priorities.
Essential Job Functions and Responsibilities
Provide confidential support for the VP and customer service on behalf of assigned division, responding to a wide variety of inquiries from College employees, students, and community membersCreate and maintain a variety of documents (e.g. forms, presentation materials, meeting agendas, minutes, etc.), aligning with branding standards of the CollegeProvide administrative support for projects (e.g. Board reports, ICCB Reports, Accreditation, statistical reports) including, but not limited to, gathering data, composing, proofreading, disseminating and updating information in a variety of modesOrganize and carry out work plans to accomplish a variety of tasks associated with: Accreditation; Vice President meetings, Faculty Council, College Catalog production timeline, reports, and special eventsAssist with meeting/special event preparation (e.g. team meetings, committee meetings, etc.) by drafting the agenda, sending invitations, scheduling facilities, taking minutes, arranging catering/other services as necessaryDevelop and maintain a working familiarity with the College Strategic Plan and related activitiesCoordinate travel arrangements and advances, as well as provide timely, accurate confirmation and filing of expense reportsAssist in data gathering, documentation, and preparation of various department proceduresCompile information for governmental and institutional reports (ICCB, HLC, Program Reviews, etc.) and assist in preparing reportsEnter data and extract information from the College’s ERP or other College software/systems to perform duties including, but not limited to, generation of reports and creating/updating courses, sections or schedules Develop a working understanding of the budget process including tasks such as payment requisitions, budget transfers, and mainframe budget software. Track and follow up, as needed, with financial transactions and contracts, including grant-related contracts and expendituresProvide support for standing committees; act as recording secretary, disseminate minutes, process forms, update systems, room reservations, meeting planning, etc. Maintain an up-to-date central filing systemPerform general clerical duties – word processing, filing, record keeping, maintain copy/fax machine supplies and materials, proofreading, etc., and maintain Outlook calendarsServe as a liaison, as appropriate, with external agencies and prepare necessary forms and reportsProvide complete, accurate and timely information to staff, students, and the community regarding office and other College proceduresOrganize and assist in the catalog production processIn support instructional programs by maintaining College record keeping systems and prepare, maintain, and disseminate information to appropriate staffServe as office representative at College meetings, professional meetings, seminars and workshops as requestedProvide administrative support in collective bargaining negotiation meetingsAssist with the distribution of materials related to Academic Affairs/Student AffairsAssist with special events hosted by Academic Affairs/Student AffairsCoordinate internal logistical arrangements for department-sponsored eventsDevelop and keep up-to-date procedure manuals for various departments in Academic Affairs/Student Affairs divisionWork collaboratively with others (e.g. colleagues, stakeholders, vendors) to accomplish functions and responsibilities, including providing administrative backup for other department administrative support services during breaks, lunches, emergencies, vacations or other unexpected absencesMaintain currency in college processes and technologiesRequired Qualifications
Associate's degree or equivalent from a regionally accredited institution Five or more years related experience
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