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Executive Assistant - Office of the President

Employer
Cape Cod Community College
Location
Massachusetts, United States
Salary
Salary Not Specified
Date posted
Aug 27, 2021

Job Details

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. This position operates with the highest level of integrity and confidentiality assisting in the achievement of goals and objectives relating to the College's operations and is a thought-partner and confidant. Through consistent support and efforts, this individual will support the President's Office focus on mission and strategic goals of the College and in the work of the President's Cabinet and Leadership Council. The position requires project management knowledge and the ability to communicate with high-level stakeholders both internally and externally, through written and oral communication. The Executive Assistant provides efficient and effective administrative management of the Office of the President and will serve as Recording Secretary to the College's Board of Trustees.

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

Specific duties and responsibilities include, but are not limited to the following:

  1. Administers all office functions of the President, including the President's schedule, supervision of clerical staff in the President's Office, the office budget, arranging meetings.
  2. Maintains a high degree of confidentiality in all matters related to the President's Office, the Board of Trustees, students, personnel, as well as highly sensitive material and information.
  3. Screens visitors and/or telephone calls, answers and/or refers inquiries to appropriate parties, manages correspondences, and determines if any matter requires immediate attention by the President.
  4. Must be able to use sound independent judgement in decision making to accomplish tasks that are urgent and sensitive in nature while meeting deadlines.
  5. Provides strong written and oral communications skills, including social media and editing support as a thought partner working with Cabinet and Leadership.
  6. Coordinates all functions, prepares materials, manages projects for the President and attends meetings for the Board of Trustees, including meeting scheduling, agenda setting, note taking, accurate official file retention, and follow-up Board actions.
  7. Coordinates the preparation of certain reports from the College to various external federal, state, or private agencies.
  8. Facilitates the success of events hosted by the Office of the President by scheduling events with appropriate offices and agencies, advising/contacting participants or invited guests. Prepares agendas and programs by arranging appropriate event materials.
  9. Assists with budget information such as preparing purchase requisitions, processing invoices and monthly tracking of expenditures associated with the Office.
  10. Keeps abreast of all current issues being managed by the President to appropriately implement and communicate as directed by the President.
  11. Drafts routine correspondence and memos, proofreads correspondence and documents prepared for the President's signature.
  12. Works closely with the offices of Academic and Student Affairs, Enrollment Management, Educational Foundation, Human Resources, Student Services, Administration and Finance, Communications, and Information Technology Services, Institutional Research, Alumni, and the president's offices of the 15 Massachusetts community colleges.
  13. Collaborates 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 any other state entity.
  14. Interacts with local, state, and federal leaders and their staff and other public officials.
  15. Refers inquiries or problems to the appropriate office or person following up to determine the inquirer's satisfaction with the response.
  16. Assists in the coordination and production of special events both on/off campus such as dinners, receptions, luncheons, and meetings.
  17. Coordinates the Commencement Committee and coordinates all activities associated with Commencement Day exercises.
  18. Oversees all budget reconciliations and spending for three budgets, including Office of the President, Board of Trustees, and Commencement.
  19. Provides services related to Board meetings, Commencement, script and citation preparation, ordering College awards and honorary degrees, hoods, and academic regalia for honorees and trustees, and follow-up letters of appreciation.
  20. Acts as a liaison to the President's senior staff, College community, and external community by creating an open-door environment of efficiency that ensures the President and his office are accessible.
  21. Attends College functions both day and evening as required.
  22. Operates standard office equipment including PC's, printer, copier, fax machine and software, including MS Office.
  23. Other duties as assigned.



Requirements:

REQUIRED QUALIFICATIONS:

  1. Bachelor's degree with significant years of experience with C-Level managers, office administration, and project management.
  2. Ability to exercise discretion in handling sensitive and confidential information.
  3. Excellent communications skills- written, oral, listening. Excellent grammar/usage of the English language and proofreading skills.
  4. Highly organized and responsive work style, self-directed and highly motivated.
  5. Ability to handle sensitive, confidential, and non-routine information. Must maintain strict confidentiality. Highest degree of integrity, professionalism, diplomacy, and discretion required.
  6. Effective time management skills with an ability to manage multiple tasks and competing priorities.
  7. Demonstrated advanced knowledge/skill in software applications, including Word, Excel, Publisher, PowerPoint, and Outlook. Ability to create databases and statistical reports using Access and Excel, highly desirable.
  8. Ability to work with and interpret statistical data using charts, graphs, and tables.
  9. Ability to professionally work with visitors and callers in providing direction and solutions for a variety of thoughts and concerns.
  10. Ability to work effectively with diverse groups of people at all levels.
  11. Knowledge of types and use of general office equipment.


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 : Full-time, Non-Unit Professional. Annual Salary Range of $72,000 to $82,500, dependent upon qualifications. Includes participation in a comprehensive employee benefits program.

APPLICATION DEADLINE: September 19, 2021

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

This appointment is subject to the FY2022 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

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.

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