Executive Assistant – Academic Operations

Summary and Duties

If you are considering a new job, work environment or career opportunities you should look at Mercer County Community College. MCCC is a publicly supported college that is open to all and dedicated to student success. In order to support that mission Mercer seeks to attract, retain, and support a skilled diverse workforce, which is our most valuable resource. We thrive on and are proud of our diversity and open access. Our students and employees find the College large enough for a multitude of offerings yet small enough to keep the “Community” feel for all. The College consists of two campuses, the James Kerney Campus (JKC) in the capital city of Trenton, NJ and a larger 292-acre suburban campus just six miles north of Trenton.
As part of the comprehensive and valuable benefits package, the College offers credit course tuition waivers for employees, spouses and dependents. This allows for employees and their families to take advantage of earning a higher education degree without the high cost. The College offers students 69 Degree Program Options and 35 Credit Certificates from which to choose
JOB DUTIES

• Manages and keeps various electronic appointment calendars up to date, each featuring detailed profiles for every appointment.
• Assist with Academic Programming, Projects, planning, and implementation including details and logistics.
• Participates and supports programming and events, welcome week, convocation and faculty trainings
• Collaborate with academic divisions, faculty and staff to coordinate Academic Operations.
• Generates, organizes and designs excel sheets, runs reports and PowerPoint presentations.
• Creates excel spreadsheets using formulas, and diversified use of Microsoft suite and the ability to leverage technology.
• Schedules and hosts meetings in person and through electronic systems including but not limited to Skype, Zoom, and Microsoft Teams
• Generates, edits, and proofreads call reports and letters; processes them into mail, files, Outlook and One-Drive
• Assist with student cohort programs such as Honors, Educational Equity and Academic Support
• All other duties as assigned

Required Qualifications

REQUIRED QUALIFICATIONS

• Associates Degree in related field from an accredited educational institution and or combined experience.
• Has experience as working in a high-paced environment and can multitask
• Has a valid driver’s license and access to transportation.
• Mastery of M.S. Word suite (excel, word, PowerPoint etc.. ) and ability to learn and apply the use of technology

Preferred Qualifications, Knowledge and Skills

PREFERRED QUALIFICATIONS

• Baccalaureate’s Degree in related field required from an accredited educational institution
• At least three to five (3-5) years of experience as an Executive Assistant and/or project manager

• Must know how to manage competing priorities in a fast-paced environment
• Manage projects and meet deadlines.
• Strong written and oral communication
• Working knowledge of higher education and the needs of diverse populations of students
• Mastery of M.S. Word suite (excel, word, PowerPoint etc.. ) and ability to learn and apply the use of technology
• Has the ability to meet with, solicit the cooperation of, and deal professionally and effectively with a variety of constituent groups.
• Has highly developed judgment and skill in maintaining confidentiality and differentiating staff level roles and responsibilities
• Has ability to organize time effectively, establish priorities, and manage a large number of tasks and deadlines simultaneously
• Ability to interact with others in a way that gives them confidence in one’s intentions and those of the organization.
• Making customers and their needs a primary focus of one’s actions; developing and sustaining productive customer relationships.
• Actively identifying new areas for learning; regularly creating and taking advantage of learning opportunities; using newly gained knowledge and skill on the job and learning through their application.
• Setting up ongoing procedures to collect and review information needed to manage an organization or ongoing activities within it.
• Creating a good first impression, commanding attention and respect, showing an air of confidence.
• Accomplishing tasks by considering all areas involved, no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks; being watchful over a period of time.
• Having achieved a satisfactory level of technical and professional skill or knowledge in position-related areas; keeping up with current developments and trends in areas of expertise.
• Setting high standards of performance for self and others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed.

Core Competencies

CORE COMPETENCIES
To perform the job successfully, an individual should demonstrate the following competencies
Adaptability: Maintaining effectiveness when experiencing major changes in work tasks or the work environment; adjusting effectively to work within new work structures, processes, requirements, or cultures.
Decision Making: Identifying and understanding issues, problems, and opportunities; comparing data from different sources to draw conclusions; using effective approaches for choosing a course of action or developing appropriate solutions; taking action that is consistent with available facts, constraints, and probable consequences.
Communication: Clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message.
Diversity & Inclusion: Working with situations involving different cultures/languages and responding to the ambiguity of unexpected/unfamiliar approaches.
Gaining Commitment: Using appropriate interpersonal styles and techniques to gain acceptance of ideas or plans; modifying one’s own behavior to accommodate tasks, situations, and individuals involved.
Contributing to Team Success: Actively participating as a member of a team to move the team toward the completion of goals.