Executive Assistant for Advancement and Communications

Hudson County Community College 

Advancement and Communications

Posting Date: March 14, 2023

College Overview

Hudson County Community College (HCCC) is an award-winning, comprehensive urban college serving one of the most historic and ethnically diverse areas of the United States. HCCC students were born in 119 countries and speak 29 different languages. The diversity and the multitude of our community’s cultures, life experiences, skills, and aspirations, are the very values and traits that empower us to be productive and caring members of our society.

HCCC embodies an unwavering commitment to student success and an intentional focus on diversity, equity, and inclusion. In 2019, the President’s Advisory Council on Diversity, Equity, and Inclusion (PACDEI) was instituted to develop new levels of understanding and access and advance the College’s commitment to transparency and inclusion. We are proud of the differences we share, which are the foundation for the life-changing and transformational education we offer and the social mobility we provide to the communities we serve.

HCCC has three campuses located just minutes from Manhattan: the Journal Square campus in Jersey City and North Hudson Campus in Union City are adjacent to vital transportation hubs; the Secaucus Center has abundant parking. Fully accredited by the Middle States Commission on Higher Education, the College offers courses and classes in a wide variety of disciplines to the people and businesses of Hudson County, one of the most ethnically diverse areas of the United States. The College was recently recognized with the 2021 Association of Community College Trustees (ACCT) Northeast Regional Equity Award and the 2021 INSIGHT Into Diversity’s Higher Education Excellence in Diversity (HEED) Award. In 2016 the Gabert Library was one of three academic libraries in the United States to receive the Excellence in Academic Libraries Award from the Association of College and Research Libraries (ACRL), and in 2019 the HCCC Tutoring Center received the Frank L. Christ Outstanding Learning Center Award for Two-Year Institutions. In 2019, the College joined Achieving the Dream, a network of high-achieving community colleges, as part of its expanding effort toward continuous improvement in student success.

HCCC has partnerships with every major four-year college and university in the greater New Jersey-New York area and beyond, accommodating seamless transfer of credits for further undergraduate and graduate education. Hudson County Community College is proud of its culture of care and invites applications from those wishing to join a community dedicated to promoting student success in all forms.

Position Summary

The Executive Assistant provides high-level administrative support to the Vice President for Advancement and Communications in efforts to advance the strategic fundraising priorities of the organization. The Executive Assistant plays a key role in donor and prospect management and works closely with the development team in coordinating outreach activities. She/He schedules committee meetings, prepares meeting materials, and travel arrangements, and executes other general office responsibilities. Works under broad general instructions. Must work with some degree of independence and on own initiative, and exercise absolute discretion and confidentiality at all times.

Salary Grade: 114

Essential Responsibilities 

Maintain appointments for the Vice President, by planning and scheduling donor, board, and committee meetings, conferences, teleconferences, and travel. Ensure timely communications with donors and prospects in securing meetings for the Vice President. Manage internal and external project deadlines for the Vice President and provide appropriate reminders. Ensure the Vice President is equipped with all necessary materials for internal and external meetings and provide post-meeting support and follow-up. Prepare, organize, and circulate memos, monthly reports, yearly calendars, and other internal documents originating from the office of the Vice President. Follow up on contacts made by the Vice President to support ongoing and prospective donor relationships. Provide administrative support for events and special projects, as needed.

Administrative and clerical responsibilities include: 

Coordinate mass mailings, electronic appeals, and campaigns.

Monitor and respond to phone and email inquiries from donors and potential donors, including donor information updates and programming questions.

Interview, manage and evaluate department student workers.

Performs duties & responsibilities as requested by the Vice President for Advancement and Communications.

Helps document key development processes and outlines the Standard Operating Procedures (SOP) to be used followed by Advancement team members.

Support donor engagement, including gift processing, and maintaining individual and foundation prospect files

Perform general administrative duties for the Advancement department, including circulating meeting agendas, taking clear, action-oriented meeting minutes, general correspondence, filing, and mailings.

Exhibits a positive attitude and displays commitment, tact, transparency, and diplomacy required regarding interaction with others.  

Provides high-level administrative support to VPAC such as referring messages, composing donor correspondence, typing and proofreading documents, filing, opening/distributing/responding to mail and email, photocopying, scheduling, ordering supplies, reviewing invoices and resolving discrepancies, collating materials, distributing information, providing and verifying requested information, coordinating timesheets and reimbursements, etc.

Maintains and updates distribution lists for targeted donor communications.

Supports the administering of the Foundation's Annual Scholarship Program, endowed/named scholarships, and Book Awards under the VPAC’s leadership. Maintains Foundation Board calendar of meetings and events.

Coordinates Foundation Board meetings promptly. Supports data management by generating and maintaining revenue, event report, and acknowledgment records.

Position Requirements

Superb administrative skills. Expert-level facility with Microsoft 365, including the ability to create PowerPoint presentations and slide decks.

Experience effectively managing projects and deadlines with strong attention to detail and accuracy.

Exhibits a positive attitude and displays commitment, tact, transparency, and diplomacy regarding interaction with others.   Effective interpersonal and organizational skills with the ability to prioritize under pressure.

Must demonstrate a high level of initiative and ability to work independently with a thoughtful approach to problem-solving.

Sound judgment and demonstrated ability to use independent judgment and critical analytic thinking. 

Ability to work with and process confidential information with discretion and sensitivity.

Proven ability to manage up and down to achieve successful results.

An aptitude for e-marketing tools. 

Authentic appreciation for Hudson County Community College’s mission.

Good typing, keyboarding, recordkeeping, and organization skills.

An Associate’s degree and a minimum of 5 years of administrative experience

Hudson County Community College (HCCC) serves more than 18,000 credit and non-credit students annually. The College offers nearly 80 degree and certificate programs, including award-winning English as a Second Language, STEM (Science, Technology, Engineering, and Mathematics), Culinary Arts/Hospitality Management, Nursing, and Health Sciences, and Fine and Performing Arts. The HCCC Culinary/Hospitality Management program was ranked number six in the U.S. by Best Choice Schools. Over 94% of HCCC Nursing program graduates passed the NCLEX the first time out, placing the program's graduates in the top tier of two- and four-year nursing programs nationwide.

Applications

To apply, please submit a cover letter and resume to resumes@hccc.edu. Please include salary requirements in your cover letter. 

HCCC Employee Benefits:

We value and appreciate all employees and acknowledge the importance of a comprehensive benefits program. Below is a brief glance of HCCC benefits, perks, and discounts offered to employees. For more detailed information about employee benefits please visit: https://www.hccc.edu/administration/hr/benefits-pensions.html

As a New Jersey First Act Employer, new employees must establish a primary residence in New Jersey within one year unless an exemption applies.

HCCC is an equal opportunity and affirmative action employer. We are committed to ensuring a diverse and inclusive learning and working environment. Decisions on employment are made on the basis of the qualifications of an individual for the particular position being filled. Women, veterans, and minorities are encouraged to apply.

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