Executive Administrator, Office of the President
MOTLOW STATE COMMUNITY COLLEGE
is accepting applications for the following position:
Executive Administrator, Office of the President
REPORTS TO: President of Motlow State Community College
SUPERVISES: Interns, Temporary Support Staff for Unit, Volunteers, and Student Workers
Position Number: B00002
Motlow State is the fastest growing college in Tennessee. We are located in the beautiful rolling hills of middle Tennessee and have four campuses that serve students from eleven counties. We offer a comprehensive benefits package that includes an excellent retirement package from the state of Tennessee, 401K plan with match, thirteen paid annual holidays in addition to annual and sick leave days, health and dental insurance, tuition discounts, and state employee discounts. Motlow positions are contingent upon funding availability and budget approval.
A minimum of five years’ experience in increasingly responsible positions and/or equivalent combined relevant experience in business or higher education
Budget oversight experience
Demonstrated successful project management experience
Experience training others
Digital literacy including social media platforms, word processing, and database management with specific Microsoft Office Suite experience including Word, Excel, PowerPoint, and Outlook
Technical writing and editing experience
Demonstrated successful capacity to develop, foster, and maintain effective working relationships with diverse individuals reflecting a broad range of identities, perspectives and experiences in a variety of settings
Demonstrated ability to handle confidential, sensitive information with a high level of discretion and diplomacy
Demonstrated strong organizational and strategic time management skills including attention to detail, ability to take initiative, and integrity to work independently
Previous experience using office equipment including photocopiers, videoconferencing systems, and remote meeting platforms
PMP or CPS certification preferred
Familiarity with Learning Management Systems, Student Management Systems, Human Resource Information Systems, and/or Applicant Tracking Systems
Previous experience with Machine Learning, Augmented Reality, Virtual Reality, Coding, Education Mobile Technologies, and/or Emerging Technologies
Graphic Design skills
Proficiency using both PC and Mac OS
The Executive Administrator is the project manager and daily coordinator for the Office of the President. The Executive Administrator will provide comprehensive executive support to the President and will serve as the primary point of contact for leadership, faculty, staff, and public including several departmental projects and initiatives sponsored by the President’s Office. The individual will provide technical support for the President in collaboration including being the liaison to technical departments to facilitate initiatives on behalf of the President.
The individual will develop systems and processes to ensure the effective management of departmental projects and a complex schedule which will require prioritizing and reprioritizing commitments as necessary. This role will greet visitors and guests on behalf of the President and Motlow State Community College in a welcoming and professional manner. The Executive Administrator will also serve as the budgetary coordinator for the Office of the President.
The ideal candidate will be a skilled, motivated, self-starter who understands the importance of handling sensitive confidential information and derives success from a collaborative approach and work style.
MAJOR DUTIES AND RESPONSIBILITIES:
(Duties and responsibilities listed are examples of work performed and may be modified as needs of the College may dictate)
Supervises, develops, and evaluates temporary support staff and student workers within the Office of the President
Serves as project manager for multiple academic and student affairs related projects and serves as primary point of contact for several sponsored community-wide events and initiatives
Serves as content manager for President’s web portal page, prepares updates and announcements for the site and for regular community wide newsletters
Monitors changes/trends in the external environment (regulatory, political, higher education, economic, etc.) and determines or notifies appropriate staff of resulting implications/needs relevant to the President for Institutional Effectiveness
In consultation with the President, promotes and coordinates service area planning activities and ensures that strategic planning is integrated with college budgeting and assessment cycles while providing staff support on behalf of the President.
Ensure infusion of technology into the Presidential office operations, procedures, and direct services to increase effectiveness and efficiency of the systems and services
Ensure compliance with state mandated and institutionally established performance measures and utilize data for departmental improvement initiatives in the Office of the President
Develops, implements, monitors, and maintains procedures for all budgetary operations in the Office of the President and to ensure that adequate internal controls are maintained
Coordinate assistive/adaptive/alternative technology and other services as needed in collaboration with Human Resources and/or Disability Services to meet accommodation needs of special guests to the President
Coordinate and facilitate hiring cycles as directed by the President
Coordinate with other campus/college units to facilitate institutional initiatives
Other duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES:
A typing speed of at least 70 WPM
Familiarity with grant proposals/grant processes
Excellent writing, editing and proofreading skills.
Ability to develop, maintain, and enhance relationships on behalf of the Office of the President
Designs and delivers training as directed by the President
Serve as final quality review of information reaching and/or leaving the President’s desk
Establishes and ensures implementation of proper protocol for official interaction with the TBR senior staff, TBR members, government officials, community leaders, and other dignitaries
Consults with the Senior Staff on various issues needing the President’s approval
Ability to direct the preparation of complex and varied studies/reports related to college issues and operations
Provides executive level administrative support to the President
Responsible for planning, arranging and overseeing a full executive calendar, which includes scheduling of meetings, events, some travel arrangements, etc.
Prepares presentations, agenda planning, and action item dissemination
Coordinating Office of the President events, meetings, and grass tops stakeholder engagement and stewardship including but not limited to public affairs-related trainings
Assures the confidentiality of data, including sensitive information related to all constituents, both internal and external
PHYSICAL REQUIREMENTS/WORKING CONDITIONS:
Primary oversight of day-to-day activities in the Office of the President
Represents the college at state, regional, and national meetings related to areas of responsibility
Maintain and enforce college and department policies and procedures
Must be flexible enough to work as required, some evening and weekends will be minimally required
Travel as needed to various campus locations, special events, and professional development activities
Human Resources Office, Dept. 200
Motlow State Community College
Telephone (931) 393-1541, TDD (931 393-1621)
Motlow College is an EEO/AA/Title VI/Title IX/Sections 504/ADA Employer
Motlow State Community College does not discriminate on the basis of race, color, religion, creed, ethnicity or national origin, sex, disability, age status as a protected veteran or any other class protected by Federal or State laws and regulations and by Tennessee Board of Regents policies with respect to employment, programs, and activities.