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Executive Assistant to VPHR

Employer
Howard Community College
Location
Maryland, United States
Salary
Salary Not specified
Date posted
Sep 16, 2022

About Us Howard Community College ( HCC ) is an exciting place to work, learn, and grow! We are proud to have received the Great Colleges to Work For honor for 12 consecutive years, 2009-2020.

Howard Community College values diversity among its faculty, staff and student population. We are an innovative institution that is committed to responding to the ever-changing needs and interests of a diverse and dynamic community. No matter where you want to go in your career, you can get there from here!

Position Title Executive Assistant to VPHR

FLSA Exempt

FT/PT Full Time

Hours Per Week 37.5

Work Schedule M-F 8:30am - 5:00 pm


Grade 13


Minimum Compensation $56,635

General Responsibilities Provides administrative support to the office of the Vice President of Talent, Inclusion, Workforce Development & Chief Human Resources Officerand is the assistant to the Vice President of Talent, Inclusion, Workforce Development & Chief Human Resources Officer. Performs front-line receptionist duties for human resources office. Plans and schedules meetings, manages conference room calendar, assists in preparing meeting materials, and prepares agendas and meeting minutes. Prepares and maintains accounting documents. Maintains records for the office of the Vice President of Administration and Finance. Participates in college meetings. Provides administrative support to the Vice President of Talent, Inclusion, Workforce Development & Chief Human Resources Officer by coordinating support efforts with the Vice Presidents' workgroup.

Work Performed GENERAL HR/ FRONT DESK
  • Answers telephones and receives visitors; responds to inquiries or directs them to appropriate source for resolution for human resources office.
  • Process new employees by completing I-9 forms and reviewing other hiring paperwork as required.
  • Responsible for weekly ordering of office supplies.
  • Receives, sorts, processes and distributes all incoming mail, work requests, and packages. Responsible for all bulk mail processing for the office and other clerical assignments as workload permits.
  • Maintenance of employee information in Colleague, Site Executive and SmartCatalog (addresses, phone numbers, e-mail, and name changes).
  • Accurately files/scans personnel and other human resources documents into the employees electronic personnel file.
  • Schedules and coordinates appointments, conferences, and meetings and maintains accuracy using electronic calendar software for VP and other managers as requested.
  • Responsible for maintenance of office equipment and places calls for repairs when necessary
  • Send and receive faxes, stamp and distribute them to the appropriate departmental employee.
  • Generate employment verification documentation for F1 students applying for social security numbers.
  • Troubleshoot problems with newly hired employees with respect to access to college network.
  • Provide monthly report to President's office on employee birthdays.
  • Trains and updates staff on reception area responsibilities and procedures.
  • Provides parking & ID card form for all new position control/budgeted employees for processing by the Welcome Center and Public Safety.
  • Maintains voice mail messages for emergency closings, inclement weather, holidays, etc.
  • Tracks employee documents (log in and/or sorting) of various employee documents (i.e. salary letters/agreements, employee update forms, performance appraisals, etc.).
  • Assist HR Information Specialist with employee verifications.
  • Assist HR Information Specialist with coding of temporary/adjunct contracts during peak periods.
  • Send out all sympathy cards on behalf of department.




VPHR SUPPORT
  • Manages responses to inquiries of every kind, including in-person, telephone, e-mail and written correspondence and inquiries on the vice president's behalf; determines issues to bring to the attention of the vice president and assists in follow-up on vice president's behalf.
  • Assists the vice president's direct reports as assigned. Serves as liaison between the office of the vice president of Talent, Inclusion, Workforce Development & Chief Human Resources Officer and internal and external college constituencies.
  • Directs incoming requests for information to the appropriate individuals and responds to external complaints and concerns appropriately, in consultation with the vice president.
  • Responds to requests from County/State agencies.
  • Prepares draft correspondence for VPHR .
  • Prepares and coordinates the data for the VPHR vital signs.
  • Maintain and update college policies/procedures for VPHR area.
  • Responsible for the VPHR retreat, chairs the committee to select speaker, topics and venue.
  • Prepares and maintains records of purchase requisitions requested by the VPHR .
  • Reconcile and maintains purchasing card reports made by the VPHR .
  • Maintains files of the office of the Vice President of Talent, Inclusion, Workforce Development & Chief Human Resources Officer and coordinates the storing of older files in archives, in compliance with the college's records retention policy.
  • Schedules and coordinates meetings, luncheons, conferences, retreats, and receptions for the Vice President of Talent, Inclusion, Workforce Development & Chief Human Resources Officer. Also makes airline, hotel, and car reservations.
  • Assists the Vice President of Talent, Inclusion, Workforce Development & Chief Human Resources Officer in preparing materials for meetings.
  • Assists the workgroup in maintaining the daily calendar for the Vice President of Talent, Inclusion, Workforce Development & Chief Human Resources Officer. Also, regularly reviews the calendar and questions and corrects discrepancies
  • Attends college meetings as directed by the Vice President of Talent, Inclusion, Workforce Development & Chief Human Resources Officer.
  • Represents Human Resources at special meetings.
  • Empties the outbox of the Vice President of Talent, Inclusion, Workforce Development & Chief Human Resources Officer and puts materials in the correct bins.
  • Prepares power point presentations for the Vice President of Talent, Inclusion, Workforce Development & Chief Human Resources Officer as requested.
  • Drafts reports for Vice President of Talent, Inclusion, Workforce Development & Chief Human Resources Officer area as requested.
  • Uses MS office suite software.
  • Provides recommendations for enhancing/strengthening the Human Resources area.
  • Coordinates with the Vice President's workgroup maintenance of records and materials needed for the Vice President of Talent, Inclusion, Workforce Development & Chief Human Resources Officer
  • Conducts research via the web on various topics.
  • Copies, binds, and hand delivers documents, as requested.
  • Participates in professional growth activities.
  • Performs additional duties as assigned.


Minimum Education Required Associate's degree

Minimum Number of Years Experience Required 3

Other Knowledge Required
  • Associate of Arts degree in Accounting or Business Management and three years of related experience.
  • Ability to write clearly and concisely, including extensive knowledge of spelling, grammar, and language usage.
  • Ability to work effectively with diverse segments of internal and external constituencies.
  • Advanced knowledge of MS Word, Excel, PowerPoint and other spreadsheet and database applications.
  • Working knowledge of e-mail and electronic calendars.
  • Knowledge of web-based software.
  • Familiarity with accounting concepts.
  • Skilled in business math.
  • Ability to use initiative to define and solve problems.
  • Ability to prioritize tasks, manage a heavy workload, and follow through on tasks to a successful completion.
  • Ability to meet deadlines and to do so while producing high-quality work.
  • Ability to learn quickly.
  • Ability to be detail oriented.
  • Flexibility in dealing with changing priorities in a high-stress, fast paced environment.
  • Ability to work independently.
  • Ability to interact tactfully and to deal courteously and effectively with others.
  • Ability to operate office equipment such as a calculator, computer terminal, copier, and printer.



Preferred
  • Bachelor's degree

OTHER REQUIREMENTS
  • Ability to communicate effectively, both verbally and in writing.
  • Regular attendance is a requirement of this job.
  • Ability to maintain strict confidentiality.
  • Performs all duties while considering the impact of any actions on the college's sustainability initiatives in the areas of environmental stewardship, social responsibility, and economic prosperity.




Supervisory Position No

Division Human Resources (Div)

Department Human Resources

Posting Number B091P

Number of Vacancies 1

Best Consideration Date 10/15/2022

Job Open Date 09/15/2022

Close Date 11/15/2022

Open Until Filled No

Job Category Staff

Benefits Summary Howard Community College offers competitive salaries, excellent medical and dental selections, tuition reimbursement and paid leave programs. As a participating member of the Maryland Retirement and Pension System, HCC offers two retirement options: The Pension, which requires a 7% employee contribution and The ORP , a 403(b) with a 7.25% employer contribution only. Employees in positions that do not require a bachelor's degree must participate in The Pension. Employees that possess a bachelor's degree and hold professional positions that require a bachelor's degree may choose to participate in either The Pension or The ORP .

Application Instructions *Pre-employment criminal background investigation is a condition of employment.


HCC is interested in all qualified applicants who are eligible to work in the United States. However, HCC will generally not sponsor applicants for work visas. Due to HCC policy, only employees living in states contiguous to Maryland are eligible for work at HCC and include Virginia, West Virginia, Washington DC, Pennsylvania. Candidates must live in the commutable area or willing to relocate at their own expense if offered the position because HCC does not offer relocation benefits.

Please complete the entire HCC Employment Application (Candidates will be evaluated on completing the college's application in full).

Quick Link for Internal Postings https://howardcc.peopleadmin.com/postings/2283

EEO Statement Howard Community College ( HCC ) is an Equal Employment Opportunity & Affirmative Action employer & values diversity within its faculty, staff & student population. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, gender, sexual orientation, gender identity, genetic information, disability or protected veteran status.

HCC understands that persons with specific disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance with the job application process, please contact the Office of Human Resources at 443-518-1100.

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