Location: Bedford/Lowell, MA Category: Full-time Staff Posted On: Wed Nov 6 2019 Job Description:
Title: Staff Assistant Office of the President
Unit: Non-Unit Professional
Dept.: Office of the President
Reports To: Executive Assistant to the President.
General Statement of Duties and Responsibilities:
In support of the President's Office and the diverse community served, the Staff Assistant to the President manages the front desk and reception area for the President's Office, handles information requests, and provides general office administration support to the President. In addition, this position provides administrative support to the other senior staff in the area as needed.
This position reports to the Executive Assistant to the President.
Detailed statement of duties and responsibilities:
In addition to interfacing with the entire college community, this position requires the incumbent to interface with key state and local officials, other community college presidents/representatives, board members, community leaders and community members in an inclusive and confidential manner.
Provide a positive and professional environment for all who contact the Office of the President.
Facilitate all visitor requirements as appropriate, phone calls, messages, packages, faxes, copies, directions and other duties as deemed appropriate by President's office protocol.
Receive, route, transfer, provide information, take messages and follow up on telephone calls to the President's Office ensuring that callers are dealt with in a highly professional manner.
Ensure timely and accurate communication between the President, Provost, Vice Presidents, Executive Directors, and Deans, Directors, Faculty and Staff.
Receive, open, distribute, collect and send mail for the President's office with particular attention to the confidential nature of much of the correspondence.
Assist with the distribution of major mailings by the College related to the President's Office. Develop, maintain and update mailing lists/labels using computer software.
Develop and maintain contacts of community members for the President's Office.
Maintains regular communication with both the Bedford and Lowell administration/staff to enable consistent management of the President's Office and Bedford and Lowell Campus activities/events when required.
Maintain daily operation of President's office in the absence of the Executive Assistant to the President.
Proficiently use Microsoft Office applications and other relevant office software to:
Prepare and analyze spreadsheets and databases.
Develop PowerPoint Presentations for College, Foundation, and Charter School Board Meetings
Maintain and support online calendars.
Set up and maintain shared drives and SharePoint sites for "on line" files necessary for the offices supported.
Set up and operate meeting room equipment.
Support the President's Office on social media platforms.
Maintains online College Policies and Procedures
Schedule meetings, including arranging time, location, catering and coordination/distribution of meeting materials with and for the President and other senior staff.
Coordinate and support for College Trustee Board Meetings, Foundation Board Meetings, and other college meetings as required
Support events as needed
General Office Maintenance/Inventory
Maintain, troubleshoot problems, call for repair services of office machines when necessary, i.e. copier, fax, printer, manual binder, scanner, etc. All of these instruments are used by the President and other senior staff.
Maintain, troubleshoot problems, call for repair services, set up, and operate conference room equipment.
Maintain stock/ inventory of office supplies requisitioning additional materials as necessary.
Assist with the ordering of office furniture/equipment as requested.
Responsible for the coordination of meetings, materials, certificates, conferences, travel arrangements, purchase orders and other financial records. Projects may include but are not limited to:
MCC Foundation Events/Programs
Other special projects as assigned
MCC Board of Trustees and MCC Foundation
Oversee logistics of MCC Board of Trustee and Foundation meeting materials.
Process/collect data from President's staff for Board packets.
Prepare final electronic Trustee packet for President's approval.
Provide follow up telephone calls to ascertain attendance at the Trustees meetings.
Maintain/record meeting minutes for Board Chair and President approval
Working Conditions/Physical Demands:
Normal office environment, not subject to extremes in temperature, noise, odors, etc. May spend extended periods at terminal, on telephone, or operating other office machines, requiring eye-hand coordination and finger dexterity. More than half of time spent in normal office setting. May require working extended hours and weekends.
The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required.
The Massachusetts Board of Higher Education - Middlesex Community College is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, The Massachusetts Board of Higher Education - Middlesex Community College will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
Minimum Education and Experience
AS degree in Business Administration or a related field
At least three (3) years of experience as an office assistant or executive assistant.
Works comfortably in the digital environment and maintains currency with evolving computer applications such as the BANNER enterprise system.
Ability to effectively interface with all constituents and maintain strict confidentiality of sensitive material and information.
Comprehensive knowledge of technology and computer-based skills including Word, Excel, Access, PowerPoint, Outlook, video, audio and databases.
Ability to deal tactfully and respectfully with others, to establish positive public relations for the departments, and to interact with a wide variety of people.
Demonstrated commitment to promoting diversity and experience working with diverse populations with diverse identities such as socioeconomic level, sexual orientation, race, ethnicity and veterans including those with different levels of academic preparation, varying physical and learning abilities.
Excellent oral and written skills including proofreading and editing for accuracy and proper grammar including the ability to compose routine letters.
Ability to interpret and apply the rules, regulations, policies and procedures of the College and the President's Office.
Ability to identify and propose solutions to problems.
Knowledge of current office practices and procedures including record keeping, correspondence control, and business letter preparation.
Strong analysis and organizational skills.
Ability to handle multiple tasks and consistently meet deadlines.
Experience in higher education or a similar setting
Experience with Ellucian Banner or a similar enterprise system
License and/or Certification Requirements
Possession of a valid motor vehicle operator's license is required.
Location: Bedford and Lowell campuses plus travel to off campus sites.
Hours: 8:00am to 4:00pm, 37.5 hours per week, Monday through Friday with occasional extended hours and/or weekends
Application Deadline: Wednesday, November 27, 2019
Anticipated Start Date: November/December 2019
The College will not sponsor applicants for work visas.
Internal Number: 117871
About Middlesex Community College
At Middlesex Community College, everyone teaches, everyone learns. Collaborative in nature and innovative in practice, we educate, engage, and empower a diverse community of learners. Through transformative opportunities, we challenge and support every student to succeed and lead. Recognizing equity and inclusion as the foundation for excellence and creativity, Middlesex Community College meets the evolving educational, civic and workforce needs of our local and global communities.