Continuing Education Office Supervisor and Executive Assistant

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!

The Continuing Education& Workforce Development Division of Howard Community College is seeking a Continuing Education Office Supervisor and Executive Assistant who will assist the Associate Vice President of Continuing Education & Workforce Development in the workflow for this division by providing executive administrative support and serving as a liaison between the division and the rest of the college community. Responsible for supervising administrative and clerical support to Continuing Education and Workforce Development Division coordinators and managers. Supervises the Continuing Education Office Associate IV, hourly employees and work study students. This position reports to the Associate Vice President of Continuing Education and Workforce Development but the employee must be able to function independently, set priorities, and self-supervise on a daily basis.

WORK PERFORMED

• Screen calls, makes appointments, maintains calendar, and does frequently first point-of-contact for those need to meet with the Associate Vice President.
• Partners with Career Links and Howard County Workforce Development to provide full funding for classes.
• Works with other campus units, such as, but not limited to Finance, Continuing Education and Workforce Development Units, and Career Links to resolve student issues.
• Determines level of signature authority needed, maintaining a report for submission to the Board of Trustees, and maintaining a file of all original contracts and agreements generated by this division.
• Coordinates all office coverage needs for the reception area of the division.
• Supervises the Continuing Education Office Associate IV, coordinates all office coverage needs for the reception area of the division and evaluates performance.
• Supervises part-time non-budgeted support staff and monitors assignments and schedules, provides instruction/direction, determines when additional help is needed, and evaluates performance.
• Supervises and monitors clerical workflow including coordinating, scheduling, assigning, and reviewing office work for division.
• Possess knowledge of all office procedures and supervised staff duties.
• Supervises and directs the training of work study students who use this division for on-the-job experience.
• Manages the plant facilities for the first floor of Hickory Ridge and is responsible for determining maintenance and facility needs and ensuring that they are met by the appropriate departments within the college or by outside vendors.
• Supports division meetings. Enters data and produces finished documents such as correspondence, proposals, charts, tables, spreadsheets and presentation materials using appropriate technology tools.
• Communicates knowledgeably at all levels with college and community when answering administrative office telephones. Maintains a record of calls and specific messages.
• Interacts with students, college staff, and general public to provide accurate information or direct to appropriate office staff when necessary.
• Authorizes I-9 completion for new hires.
• Coordinates security procedures concerning classroom access cards, room key requests and parking pass tags for Continuing Education and Workforce Development adjunct faculty.
• Attends various division meetings as assigned. Takes and shares meeting minutes.
• Responds to internal and external communication to include in-person, electronic mail and voice mail regarding procedures, problems and requests in Continuing Education and Workforce Development.
• Manages all accounting records associated with purchases, expenses and payments for the operations cost center for Continuing Education and Workforce Development. This function includes the preparation of online purchase requisitions using Colleague, maintaining follow-up on invoices and payments, and review of monthly financial report to match expenses and payments to reconcile the cost center account. Creates financial reports as requested.
• Assists in setting up and administering database programs using Access software to automate routine processes throughout the office such as mailing lists, instructor lists and other workflow processes.
• Using Outlook software, maintains a vacation schedule for the office staff. Provides support and directions to other office staff members on use of all current office software and helps resolve computer software questions.
• Provides administrative and clerical support for the Associate Vice President.
• Places work orders for facilities and office equipment repairs. May also assist in preparation of purchase requisitions, instructor materials, bulk mails, and in-coming/out-going mail distribution.
• Enters data in conjunction with HCC Continuing Education and Workforce Development applications/needs.
• Manages the entire HR 100 office inventory of furniture and works directly with the Capital Projects Coordinator & Interior Designer to replace outdated furniture in the Hickory Ridge Building.
• Manages the maintenance and purchases of all office equipment for the division.
• Supervises and approves the ordering of office supplies for the Operations budget.
• Performs other duties as assigned.

• Completion of AA or equivalent including or supplemented with secretarial course work and related college courses.
• Excellent telephone and keyboarding skills.
• Experience in using current software.
• Five years of experience in an office environment requiring excellent technical, organization, interpersonal and problem-solving skills.
• Experience using office equipment such as printer, copier, and FAX.

OTHER REQUIREMENTS

• Ability to work independently, organize resources, and accept responsibility for completing assignments with minimal or no supervision.
• Must pay attention to detail and be able to handle multiple assignments at the same time.
• Good prioritization and time management skills essential.
• Ability to communicate effectively with college staff students, instructors, and outside organizations.
• Must be able to maintain strict confidentiality and use good judgment in dealing with all levels of individuals within the college and the community.
• Ability to communicate effectively, both verbally and in writing.
• Regular attendance on site is a requirement of this job.
• 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.

All employees must comply with college's COVID-19 vaccination or testing requirement, regardless of telework status. In instances where employees fail to comply, supervisors will be notified, as failure to comply is a violation of the employee code of conduct. Progressive disciplinary action will be taken, including verbal and written warnings, and up to and including suspension and termination.

Hours Per Week: 37.5
Work Schedule: Monday - Friday 8:30am-5:00pm
Compensation: $51,836 plus excellent medical & dental, tuition reimbursement and paid leave
Grade: 12
FLSA Status: Exempt
Open Until Filled
Best Consideration: April 20, 2022

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

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.

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.

Application Instructions:

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. Only employees living in states contiguous to Maryland are eligible to work at HCC to 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 submit the following:

1. Completed Application (Candidates will be evaluated on completing the college's application in full)
2. Resume
3. Cover Letter

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