Executive Associate II

Job Vacancy Announcement

Position Information

Position Title

Executive Associate II

Position Type

Staff

Department

Office of the VP, Data Science, Innovation and Effectiveness

FLSA

Non-Exempt

Union/Non Union

Non Union

Full Time or Part Time

Full Time

Grade

11

Salary Range

Hiring Salary Range

$51,851 - $57,036/Annually

Fixed Term/Tenure Track (Faculty Only)

Regular or Temporary

Regular

Job Description Summary

Responsible for managing and expediting the workflow for the Vice President, prioritizing work assignments, ensuring timely completion of tasks, and demonstrating advanced proficiency in a variety of software applications in a fast-paced office. Performs highly diversified duties with direct responsibility for effective operation of the office, including preparation of reports and providing a variety of services which support the administrative management of the area.

Minimum Qualifications

EDUCATION AND EXPERIENCE

• One to two years of college credit (30 credit hours are equivalent to one year) or related certification.
• Three years of progressive experience, including at least 2 years assisting an executive-level position or serving as an office manager or in a position which involved office management skills.
• Experience in working with confidential matters in a sensitive and mature manner.
• Bachelor’s Preferred

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of modern office practices, procedures and equipment
• Knowledge of business English, bookkeeping, spelling and mathematics
• Demonstrates advanced knowledge of current technology in personal computer applications/software including a variety of Content Management Systems (e.g. SharePoint), Student Information Systems (e.g. Colleague), as well as, Microsoft Office applications (Word, Excel, PowerPoint, Access, and Outlook).
• Skilled in taking minutes of meetings, composing and filing correspondence, dealing with the public, both in person and on the telephone, and as a timekeeper
• Ability to supervise employees
• Ability to multitask
• Ability to work with people at all levels.
• Ability to work independently, maintaining a complex office in the vice president’s absence.

Criteria

CRITERIA : The following criteria, which are not the sole criteria used in the final hiring decision, will be used to review the applications of those persons who meet the stated minimum qualifications and to select those qualified applicants who will be interviewed. Other information and observations made during the interview process may be considered in the selection process. A Resume/CV and cover letter are required with the application. Please ensure that your documents address the criteria listed below for this position.

ESSENTIAL DUTIES

• Manages the office, prioritizes work, and ensures timely completion of tasks, and is responsible for the day-to-day operation of the vice president’s office.
• Coordinates and monitors work within the vice president’s areas of responsibility for timely submittal of reports and the attainment of other critical project deadlines.
• Provides administrative support to the vice president to include drafting, writing, and/or coordinating logistical follow-up on matters delegated to staff.
• Initiates and/or contributes to oral and written responses to technical inquiries directed to the vice president, or for his/her signature. Prepares documents ranging from customer relations issues to issues on institutional matters.
• Serves in administrative role by maintaining liaison with vice president’s staff to disseminate information pertaining to college-wide policies, procedures, technology, and concerns.
• Expedites workflow in the absence of the vice president. Schedules the daily activities of the vice president.
• Assists in the preparation of reports to the president and the Board of Trustees.
• Composes difficult and technical correspondence related to student complaints and concerns.
• Prepares material related to confidential/legal matters.
• Reviews, screens, refers, and/or resolves all inquiries/problems.
• Interprets, communicates, and applies rules, regulations, laws, policies, and procedures of the college.
• Insures the proper purchase, operation, maintenance, and repair of office equipment.
• Screens area wide correspondence and forms for accuracy.
• Coordinates the annual evaluation process in the vice president’s area of responsibility for administrators, full-time staff and part-time staff.
• Serves as timekeeper and liaison to payroll office in submitting leave requests and preparing part-time payroll submission by published deadlines.
• Maintains office procedures manual.
• Participates in appropriate professional development activities and recommends methods to enhance the overall management in the area.
• Coordinates division meetings and works on other special projects as directed by the vice president.
• Maintains and is responsible for office calendar, and scheduling meetings.
• Schedules and coordinates monthly Leadership Council meetings, including preparation and dissemination of pertinent material and handouts.
• Attends and takes minutes for staff meetings and the support staff meetings as required; transcribes meeting minutes into narrative reports; and circulates the minutes via email for all involved parties.
• Coordinates complex non‑routine meetings on and off campus with various individuals, committees and constituency groups.
• Maintains liaison with the area’s offices of responsibility; conducts regular meetings with other administrative staff to ensure that relevant policies and procedures are being followed.
• Coordinates and collaborates with the other administrative assistants of the Senior Team to ensure adequate support.
• Assists the vice president with monitoring the department’s budget lines; Prepares Accounting and Procurement documents; Enters pertinent information into the Colleague Financials system in the form of requisition to process invoices, order supplies, renew periodicals, schedule local or out of state travel, etc.
• Receives, sorts and categorizes all incoming information and mail to the Office of the Vice President and disseminates it in a timely fashion. Processes all outgoing communication in the form of emails, letters, voice messages or other forms of communication.
• Communicates to the college community information regarding The Prince George’s Community College Code of Conduct concerning student discipline, disruptive behavior, and academic dishonesty.
• Assists with the student discipline process.
• Researches and gathers, periodically, source materials for the preparation of correspondence, meeting minutes, updating contacts, and other purposes.
• Establishes and maintains alphabetical, subjective and numerical filing systems.
• Attends college wide meetings, forums and other events on behalf of the department as required.
• Supervises office student employees as needed
• Implements appropriate student success strategies in support of the college’s vision, mission, and strategic plan.
• Identifies and implements critical customer service standards in support of the college’s vision, mission, and strategic plan.
• Performs other related duties as assigned by the vice president.

Job Requirements

PHYSICAL REQUIREMENTS
Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to a, personal computer, calculator, copier, and fax machine. No significant climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, and repetitive motions.

OTHER REQUIREMENTS

• Must be able to work Monday thru Friday, 8:30 a.m. – 4:30 p.m.
• Ability to communicate effectively in spoken and written standard English.
• As required by the 1986 Immigration Act, be prepared to present acceptable documentation showing your identity and that you are a U.S. citizen or an alien who is authorized to work.
• A background investigation will be conducted prior to the offer of employment. A signed authorization for the release of personal information will be required if selected for an interview.

Is Background Check Required?

Yes

Is the incumbent responsible for working with minor children or directly engaging with minor children on campus?

No

Posting Detail Information

Posting Number

PGCC204211/12

Open Date

09/19/2023

Close Date

10/09/2023

Open Until Filled

No

Background Check Statement

Prince George’s Community College is committed to providing a safe campus community. PGCC conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, education verification, and when appropriate, a financial (credit) report or driving history check.

Special Instructions to Applicants

Application Status ; you will receive an email acknowledging receipt of your application, upon which time no further communication occurs unless selected for an interview or the position is filled. If recommended for hire, communication is immediately sent to your references listed on your application. Also, you will receive an email notification from HireRight requesting you to submit authorization to complete a background investigation.
Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * Which of the following best describes your level of completed education? (Education details must be included in your application.)
   • Master's Degree or above from an accredited college/university
   • Bachelor's Degree from an accredited college/university
   • Associate's Degree from an accredited college/university
   • One to two years of college credit (30 credit hours is equivalent to one year)
   • Less than 30 credits from an accredited college/university
   • High School Diploma or GED
   • None of the above
2. * Do you have three years of progressive experience, including at least 2 years of assisting an executive level position?
   • Yes
   • No
3. * Please be advised that as required by the 1986 Immigration Act, candidates must be prepared to present acceptable documentation showing identity and that you are a U.S. Citizen or an alien who is authorized to work. It is the college's policy that PGCC does not provide sponsorship for prospective employees. Will you require sponsorship to work in the United States?
   • Yes
   • No
4. * How did you hear about this employment opportunity?
   • HERC
   • HigherEd Jobs
   • Hispanic Outlook
   • Indeed
   • Personal Referral
   • PGCC Website
   • Social Media (LinkedIn, Twitter, Facebook)
   • The Chronicle of Higher Ed
   • The Washington Post
   • Other: Please indicate below
   • Educause
5. How did you hear about this employment opportunity? If you selected 'Other' please indicate source:
   
   (Open Ended Question)
   
   

Applicant Documents
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Letter of Recommendation 1
2. Letter of Recommendation 2
3. Other