Executive Associate I – Academic and Student Affairs

Business: Carroll Community College

Location: Westminster

FULL TIME • PERMANENT

Business Product/Service: Higher Education

Business Address:
1601 Washington Rd.
Westminster, Maryland 21157

Phone: (410) 386-8030

Contact Name: Human Resources
Title: Human Resources dept.
Email: hr@carrollcc.edu
Website: https://www.schooljobs.com/careers/carrollcc/

Job Description

Job Type Full-Time – Support
Division Academic & Student Affairs
Job Number FY23-00035
Closing 5/1/2023 11:59 PM Eastern
FLSA Status Non-Exempt

Job Summary
This position provides administrative support to the Provost as well as support to other professionals in the division when needed. The job involves (1) Confidentiality – handles highly confidential paperwork and issues; (2) Complexity – Works on multiple projects requiring in-depth knowledge of ASA and the College; (3) Problem Solving – Often solves area issues, requiring broad knowledge; (4) Diplomatic Skills – Deals with internal and external issues, often representing the Provost; (5) Communication Skills – Works with VP offices in other areas, deals with President’s office, serves as hub of communication for others within the area; (6) Budget – Understands budget structure (7) Quality Oversight – Often the last check for errors or omissions in contracts (8) Project Management – assigned project leadership involving tracking progress and preparing reports. It reports to the Provost.

Essential Job Functions
Provides administrative support to the Provost and others in the Provost’s office. Maintains flow of communication between Provost and Academic and Student Affairs staff and other College departments. Maintains Provost’s calendar, prioritizing appointments and proactively resolving conflicts. Responds to phone, email, and in-person inquiries. Tracks, anticipates, and prepares for upcoming deadlines, events, and agendas that require action by the Provost. Prepares, gathers, and relays confidential information and material as required. Liaisons with students, staff, faculty, community members, and government officials as appropriate.
Assists the Provost with preparing various plans and reports, including the annual Academic Plan, Strategic Plan, and Middle States Commission on Higher Education Accreditation reports, and Maryland Higher Education Commission academic proposals and reports.
Maintains official office records and files, including Articulation Agreements/Memos of Understanding (MOUs), organizational charts, annual evaluations, campus wide telephone directory, and Committee Membership spreadsheets.
Reviews faculty contracts and enters data for Teaching Load Hour report each semester. Meets with administrative associates to resolve process issues.
Receives electronic applications for adjunct faculty positions and forwards applications to appropriate division chair.
Assists Provost with special projects, events, and committee-related work, such as agendas, room logistics, minutes, and contacting participants.
Assists the Provost with the collection and completion of budget documents and transfers funds as needed.
Reconciles Provost’s monthly expense voucher and purchasing card statements for submission; processes invoices received for payment in the Provost’s office.
Prepares internal and external correspondence, PowerPoint presentations, minutes, reports, documents, and other communications.
Answers telephone and serves as area receptionist answering basic inquiries; refers calls to appropriate parties as necessary; monitors flow of traffic within assigned area.
Assists in gathering information for special projects, surveys, state reports, outcome data, program/survey materials, department equipment, and program or department development.
Takes an active role in some academic work groups. Attends meetings and records and processes minutes as well as completes action items.
Arranges meetings, conferences, and travel arrangements for Provost and other Academic and Student Affairs staff. Reconciles travel documents for submission to accounting.
Maintains Academic and Student Affairs Portal sites and uploads information and documents.
Performs other duties as assigned.

SALARY INFORMATION:

This position will be placed on the 12-month non-exempt staff salary scale at grade 12. Actual salary placement based on qualifications and experience. Position includes excellent benefits package.

Carroll Community College has the right to revise this position description at any time, and this position description does not represent in any way a contract of employment.

Carroll Community College is committed to creating a diverse, equitable and inclusive environment. Carroll Community College is committed to Equal Opportunity Employment.

Job Requirements

Minimum Requirements to Perform Work
High School diploma and four or more years of experience in administrative support services (preferably in Higher Education). (Associate degree preferred)
Demonstrated proficiency in Microsoft Office Products including Word, Excel, PowerPoint, and Outlook.
Strong skills in secretarial protocols
Detail oriented – able to provide quality oversight on correspondence, documents, contracts, etc.
Strong communication skills, verbal and written
Multi-tasking skills – able to prioritize and handle multiple projects
Must be positive, cooperative, and supportive

PHYSICAL DEMANDS:

The work is normally light work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Additionally, the following physical abilities are required:

Hear/talk/communicate – Must be able to exchange information and communicate
Visual Acuity – Ability to perceive or detect surroundings
Mental Acuity – Able to focus, concentrate, understand, and convey subject matter
Repetitive motion (i.e., keyboarding)
Stand/sit/walk/able to move or traverse from one area to another

WORK ENVIRONMENT:

Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as office, meeting, and training rooms; use of safe workplace practices with office equipment; computers for data entry and word processing; avoidance of trips and falls; observance of fire and building safety regulations; and College policies.

TO QUALIFY FOR EMPLOYMENT, SELECTED CANDIDATES MUST:

successfully complete a criminal background check (for designated positions)
be able to work on campus as of the first day of employment
be a resident of DE, MD, PA, VA, WV or DC as of the first day of employment
be currently authorized to work in the US, as the College does not offer Visa sponsorships

Other Job Requirements
H.S. Diploma/GED, Light/No Lifting, Background Check

Wages per hour: $46,322.00 – $62,534.00 Annually
Number of openings: 1
Overtime: NO
Benefits: YES
Position includes excellent benefits package.

Days of Work:
MONDAY M – F 8:30a – 4:30p  TUESDAY M – F 8:30a – 4:30p  WEDNESDAY M – F 8:30a – 4:30p  THURSDAY M – F 8:30a – 4:30p  FRIDAY M – F 8:30a – 4:30p
Shift: M – F 8:30a – 4:30p

How to Apply: https://www.schooljobs.com/careers/carrollcc/
Willing to Train: YES
Experience Required: YES
Experience in Months: High School diploma and four or more years of experience in administrative support services (preferably in Higher Education).
Minimum Age: 18 & over
Closing Date: 05/01/2023