Executive Assistant, Office of the President

About Cape Cod Community College:

Cape Cod Community College is a place of personal discovery, enrichment, and professional development for those just beginning the quest and for those at many points along the path of higher education throughout life. It is a caring, comprehensive institution that belongs to the people it serves and responds to their individual and community needs. Students attending Cape Cod Community College are striving for personal excellence, and are finding it, day after day. Graduates of the College can be found in all levels of private business, the professions, and public service, and they excel at what they do.

For students seeking to lay a foundation for further study, there is no better place to begin than at Cape Cod Community College. In today's highly competitive market place, the well prepared transfer student is the most aggressively recruited person in higher education. For many Cape Cod Community College graduates, that Associate Degree opens the door to institutions that were just not an option after high school. And, when you consider the savings in the overall cost of a four-year degree at either a public or a private university, starting at Cape Cod Community College becomes an incredible bargain that blends quality with unmatched value.

The students' education is the first priority at Cape Cod Community College. As a learning-centered community, we value the contributions of a diverse population, welcome open inquiry, and promote mutual respect. The College offers a strong educational foundation of critical and creative thinking, communication competency, and a global, multicultural perspective that prepares students for life and work in the 21st century. Our liberal arts, sciences, and career programs provide educational pathways that serve the varied social, economic, and demographic characteristics of our community with a distinctive focus on sustainability. We honor our past, celebrate our present and imagine our future.


Job Description:

GENERAL STATEMENT OF RESPONSIBILITIES:

The Executive Assistant provides executive support within the President's Office on a wide variety of administrative duties, institutional priorities, and budgetary functions. The ideal candidate will maintain the highest level of integrity and confidentiality while supporting the President's focus on the College mission and strategic goals and in the work of the Board of Trustees, the President's Cabinet, and Leadership Council.

Project management knowledge, a commitment to and experience working with students, faculty, and staff, and the ability to communicate with high-level stakeholders both internally and externally, through written and oral communication, is necessary. The Executive Assistant provides efficient and effective administrative management of the Office of the President and will coordinate Board of Trustees meetings and serve as Recording Secretary to the Board.

EXAMPLES OF DUTIES:

1. Serve as first-line resource for the President in achieving maximum effectiveness with daily scheduling.
2. Maintain and monitor the President's schedule of appointments and events; interface with constituents on campus and externally to support responsiveness and ensure the President has necessary materials for appointments and events.
3. Facilitate functions, prepare materials, manage projects for the President and the Board of Trustees including meeting scheduling, agenda setting, minutes, accurate official file retention, and follow-up to Board actions.
4. Supervise support staff in the President's Office.
5. Maintain flexibility as the President's work changes and evolves, helping the President and Cabinet set key priorities and ensure that time is used effectively and efficiently.
6. Apply sound independent judgment in decision making to accomplish tasks that are urgent and sensitive in nature.
7. Research and analyze information for the formulation of responses and reporting on behalf of the President's Office.
8. Support records, policies, and procedures automation, review, and modification schedule.
9. Liaise with IT and maintain an understanding of electronic communications, including the use of Zoom and HyFlex technologies, and mobile hardware.
10. Advocate for the College's work to enhance diversity, equity, and inclusion, and utilize the framework within the Massachusetts Board of Higher Education's Strategic Plan for Racial Equity to transform the College's planning, decisions, priorities, and outcomes to be rooted in racial equity.
11. Manage and organize high volume electronic mail accounts. Ensure quality and timeliness of all communications.
12. Apply strong written and oral communication skills providing editing support as a thought partner working with Cabinet and Leadership as well as in use of social media.
13. Coordinate the preparation of reports from the College to various external federal, state, or private agencies.
14. Oversee all budget reconciliations and spending for three budgets, including Office of the President, Board of Trustees, and Commencement. Assist with budget information such as preparing purchase requisitions, processing invoices, and monthly tracking of expenditures associated with the Office.
15. Keep current on all issues being managed by the President to appropriately implement and communicate as directed by the President.
16. Draft routine correspondence and memos and carefully proofread correspondence and documents prepared for the President's signature.
17. Work closely with the offices of Academic and Student Affairs, Enrollment Management, Educational Foundation, Human Resources, Student Services, Finance and Operations, Communications, Information Technology Services, Institutional Research, Alumni, as well as the 15 Massachusetts community college Presidents' offices.
18. Collaborate with the Department of Higher Education, the Massachusetts Community College Counsel's Office, the Massachusetts Community College Executive Office, and the New England Commission of Higher Education (NECHE) and other related state entities.
19. Interact with local, state, and federal leaders and their staff, and other public officials.
20. Refer inquiries or problems to the appropriate office or person, following up to determine the inquirer's satisfaction with the response.
21. Coordinate the Commencement Committee and all activities associated with Commencement Day exercises.
22. Attend College functions both day and evening, as required.
23. Effective operation of standard office equipment (printer, copier, fax machine, PC, etc.) and computer software, including MS Office Suite.
24. Other duties, as assigned.

Requirements:

MINIMUM QUALIFICATIONS :

1. Bachelor's degree plus five years of progressive experience with C-Level managers, office administration, and board governance.
2. Highest degree of integrity, professionalism, and diplomacy. Ability to maintain strict confidentiality and exercise discretion in the effective handling of sensitive and confidential information.
3. Excellent communication skills (i.e., written, oral, and listening) as well an ability to convey complex ideas in a concise and comprehensible fashion under time-constrained conditions.
4. Demonstrable understanding of organization, administration, and management of community colleges or an institution or business of comparable size and complexity.
5. Highly organized and responsive work style; highly motived with exceptional attention to detail and ability to be self-directed.
6. Demonstrable project management knowledge and experience.
7. Effective time management skills with an ability to manage multiple tasks and competing priorities.
8. Advanced proficiency in use of computer technology and software applications, including those supporting virtual meetings as well as Microsoft Office Suite (Word, Excel, Publisher, PowerPoint, and Outlook).
9. Ability to work with and interpret statistical data using charts, graphs, and tables.
10. Ability to work professionally with visitors and callers in providing direction and solutions for a variety of thoughts and concerns.
11. Ability to work effectively with diverse groups of people at all levels.

Equivalency Statement

Applicants who do not meet the qualifications as noted above are encouraged to put in writing precisely how their background and experience has prepared them with the equivalent combination of education, training, and experience required for the responsibilities of this position.


Additional Information:

COMPENSATION : Annual Salary Range of $78,000 to $87,500, dependent upon qualifications. Full-time, Non-Unit Professional Position. Includes participation in a comprehensive employee benefits program including option to participate in Massachusetts State Employees' Retirement System.

APPLICATION DEADLINE: September 26, 2022

Please visit our website at www.capecod.edu for information on Cape Cod Community College.

COVID VACCINE POLICY: Candidates for employment should be aware that all Cape Cod Community College students, faculty, and staff must comply with the Massachusetts state two-year public college vaccination policy as a condition of employment. Please see College website for details.

This appointment is subject to the FY2023 budget appropriations.

Appointment subject to SORI (Sex Offender Registry Information), publicly-accessible Massachusetts CORI (Criminal Offender Record Information) and national background checks.

The College does not provide any measure of assistance for applicants who do not have the ability to work in the United States.

Cape Cod Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statues and College policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the College's Affirmative Action/Title IX Coordinator, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.


Application Instructions:

**ALL APPLICATION MATERIALS MUST BE SUBMITTED ELECTRONICALLY IN ORDER TO BE CONSIDERED.**

Begin the online application process by going to the APPLY NOW link. During the process you will be given an opportunity to upload required documents : a cover letter addressing how you meet the minimum requirements of the position and resume (failure to submit requested documents may result in disqualification). Please note that finalist candidates will be asked to provide three current professional letters of reference and transcripts.

See the FAQ for using our online system. Please contact us if you need assistance applying through this website.

Returning Applicants - Login to your Cape Cod Community College Careers Account to check your completed application.

Company

Cape Cod Community College (4Cs), founded in 1961, delivers educational programs and services to meet the diverse needs of the residents of Cape Cod, the Canal Region, the islands of Martha's Vineyard and Nantucket, and the Greater Plymouth Area. 4Cs is the only comprehensive college on Cape Cod and offers Associate of Arts, Associate of Science, Associate of Applied Science degrees and academic certificate programs in a wide variety of areas.