MASSACHUSETTS COMMUNITY COLLEGES EXECUTIVE OFFICE – Vacancy Notice 

POSITION: Executive Administrative Assistant –Non-Unity Professional

DATE OF NOTICE:

10/14/2009               

APPLICATIONS WILL BE ACCEPTED UNTIL POSITION IS FILLED.

General Statement of Responsibilities: Under the directions of the Executive Director, responsible for overseeing the management and operation of the Massachusetts Community Colleges Executive Office and for providing complex secretarial and administrative support for all executive level activities, ensuring the smooth function and activities of the Executive Office.

POSITION DESCRIPTION

1. Provide support to the executive office professional staff: write and edit correspondence, reports, faxes and e-mail messages and maintain schedules and travel arrangements; prepare travel reimbursement 
2. Arrange meetings: prepare agenda items and meeting materials, contact committee members, schedule and/or coordinate meeting rooms and attendees 
3. Work on Special Projects as assigned including data collection and analysis 
4. Perform reception duties, answer phone, take concise messages, respond to phone inquiries 
5. Support office information systems including network applications, security and desktop applications
6. General office duties including but not limited to: opening and sorting mail, filing, ordering of office supplies
7. Prepare and submit weekly office time sheets
8. Establish and maintain office calendar and individual calendars, schedule appointments
9. Prepare invoices and maintain records for program contracts
10. Other duties as required

REQUIRED QUALIFICATIONS                                                                                                                                                                                         

1. Associate’s Degree in related field required
2. Five to seven years experience in a community college strongly preferred
3. The ability to work independently and take initiative, strong interpersonal skills and problem solving skills required
4. Strong computer skills and ability to learn new applications quickly. Experience with Microsoft Office Suite, email, internet. Working knowledge of local area networks and desktop publishing
5. Proven ability to manage a number of tasks effectively and efficiently
6. Ability to manage priorities and meet deadlines

APPLICATION PROCEDURE

1. Resume and letter addressing the specific positions responsibilities, qualifications and reason for applying
2. Copy of transcripts (unofficial copy is acceptable)
3. List of three reference including name, address, telephone, fax and e-mail

SALARY RANGE: Commensurate with experience

Submit Application Materials in Confidence to:

Bill Hart, Interim Executive Director – Massachusetts Community Colleges Executive Office

294 Washington Street, #301

Boston, MA 02108

E-Mail: whart@mcceo.mass.edu

Massachusetts Community Colleges is an Affirmative Action/Equal Opportunity Employer. Women, people of color, persons with disabilities and others are strongly encourage to apply.

Massachusetts Community Colleges

Executive Office (MCCEO)

Position Description

Positions Title: Executive Administrative Assistant                                         Department: Executive Office

Reports To: Executive Director                                                                                  Date: October 2009

GENERAL SUMMARY:

Under the direction of the Executive Director, responsible for overseeing the management and operation of the Massachusetts Community Colleges Executive Office and for providing complex secretarial and administrative support for all executive level activities, ensuring the smooth function and activities of the Executive Office.

ESSENTIAL JOB FUNCTIONS:*

• Manages and coordinates complex scheduling of the Executive Director’s day and evening appointments, making changes as necessary; prepares and organizes essential material and documents for Executive Director’s complex daily schedule.

• Provides routine clerical support to the Executive Director, Director of Health & Human Services Programs, and the Welfare to Work Coordinator. Duties include the receipt and distribution of mail, typing memos, correspondence, and presentations, scheduling meetings, answering telephones and e-mail messages, and filing.

• Prepares official correspondence, reports, memoranda and other communications for the Executive Director’s signature, and performs other administrative duties requiring an extensive knowledge of the community college’s work.

• Receives and reviews all communications addressed to the Executive Director and handles on own initiative all matters not requiring the Executive Director’s action and decision. Interviews callers and acts for the Executive Director whenever possible.

• Creates an open-door environment of organization and efficiency by ensuring that the Executive Director and his/her office are available and accessible. Communicates issues of importance and priority to the Executive Director.

• Oversees and expends all budgets in the approved trust funds according to state guidelines.

• Organizes and/or assists in all aspects of special events organized on behalf of the Community College system.

• Organizes the Executive Director’s attendance at conferences, arranges for conference registration, airfare, hotel accommodations, and assists in the development of conference presentations and speeches.

• Creates purchase orders for equipment leases, stationary, office equipment, etc.

• Processes monthly encumbrances on office lease payments, MCCEO contractual expenses, cellular telephones, credit card, etc across a variety of cost centers.

• Maintains and updates lists of legislators, public and private partnerships, and all relevant community boards.

OTHER DUTIES AND RESPONSIBILITIES:

• Promotes and maintains responsive community relations. (attend offsite meetings and events)

• Processes staff weekly attendance sheets for payroll.

• Performs other related duties as required.

SKILLS/EXPERIENCE/TRAINING REQUIRED:

Duties require knowledge of complex administrative skills equivalent to completion of an Associate’s Degree and five to seven years of related experience, or equivalent combination of education and experience.

Community College work experience strongly preferred.

Ability to follow policies and procedures set forth.

Ability to resolve problems and to develop relevant alternatives and recommendations.

Ability to communicate effectively both verbally and in writing; to establish positive public relations for MCCEO; and to interact effectively with a wide variety of people.

Working knowledge of modern office procedures, practices, and equipment including the use of computers.

Ability to adapt to new demands, including the latest technology as it relates to preparing and processing daily tasks.

Knowledge of state and government policies and procedures.

SKILLS/EXPERIENCE/TRAINING REQUIRED (Continued)

Ability to administer multiple tasks while under pressure, work independently, and consistently meet deadlines.

Strong level of intelligence, business sense and poise.

Maintains confidentiality of sensitive information.

SUPERVISORY RESPONSIBILITY:

Supervises Administrative Assistant I and other part time clerical staff.

WORKING CONDITIONS/PHYSICAL DEMANDS:

Normal office environment, not subject to extreme variations of temperature, noise, odors, etc.

Regularly uses computer keyboards requiring eye-hand coordination and finger dexterity.

More than half of time spent in normal office setting.

May require working extended hours.

The above statements are intended to describe the general nature and level of work being preformed by people assigned to do this job. The above is not intended to be and exhaustive list of all responsibilities and duties required.

*External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case by case basis.

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Approval                                                                                                               Date