Executive Assistant to the President

Hagerstown Community College is pleased to announce that applications are currently being accepted for an Executive Assistant to the President.

The Executive Assistant to the President is responsible for the efficient operation of the Office of the President, including office management, public contact, administrative and secretarial tasks, coordination of meetings and special events, and administrative support to the President and Board of Trustees.

DUTIES

A. Performs administrative duties for the President and the Board of Trustees.

1. Manages the day-to-day operations of the Office of the President.

2. Receives and screens visitors and telephone calls to the Office of the President. Processes correspondence including confidential mail, documents, and directives.

3. Fields comments from concerned students and the community, and researches the background and nature of the situation for the President’s review. Refers complainant to appropriate College department as needed. Tracks responses to students by other members of the Executive Staff.

4. Gathers information and prepares the agenda and accompanying materials for the Board of Trustees meetings. Coordinates and schedules special and regular meetings for the Board of Trustees.

5. Takes and transcribes minutes of the Board and Cabinet meetings; prepares and distributes minutes to administrators and board members; and maintains the official record of the Board and Cabinet meetings.

6. Annually prepares calendar of Board meeting dates and recurring topics for meetings each month. Also includes major campus event dates.

7. Prepares and distributes reports and communications originating from the Presidents Office.

8. Prepares special contracts and agreements that are initiated by the President’s Office.

9. Coordinates and maintains records for submission of Financial Disclosure Statements to the Maryland State Ethics Commission by the Board of Trustees and Executive Officers as designated by the State.

10. Tracks and distributes Grant Application Forms.

11. Maintains files, some of which are confidential in nature.

12. Maintains budget records and monitors expenditures.

13. Maintains and submits requisitions for office supplies and equipment.

14. Maintains monthly attendance records of exempt and non-exempt staff who report directly to the President.

15. Coordinates the travel and conference arrangements for the President, other executive officers, and Trustees as required.

16. Types correspondence and maintains files for community organizations with which the President is associated.

17. Acknowledges donations to the HCC Foundation and prepares deposits for donations to be deposited in the Foundation’s financial institution.

18. Serves as a Notary Public for College personnel and board members.

19. Serves on College committees as necessary.

20. Assists in the planning, coordination, and execution of events for which the President is responsible or attends as necessary.

B. Schedules appointments/conferences.

1. Manages the President’s calendar, including scheduling or rescheduling multi-party meetings and appointments with campus and off-campus groups. Keeps the President informed in advance of his schedule, and initiates and submits travel vouchers when necessary.

2. Arranges for conferences/workshops and meetings for the President and Board of Trustees by securing facilities, arranging hospitality, and notifying attendees of the arrangements.

3. Maintains schedule of Board Room.

C. Coordinates hospitality.

1. Provides hospitality for the Trustees and other groups who meet with the President, including coordinating with Food Service or an outsourced caterer for luncheons and refreshments.

2. Assists in the planning and execution of hospitality for special functions hosted by the President’s Office, i.e., faculty/staff convocations, service award programs, employee Holiday dinner, etc.

3. Assists in planning and preparing for various College events, functions, and projects including but not limited to commencement, Honors Convocation, retirement reception, Trustee receptions, accreditation visitations, groundbreakings, and dedications.
Requirements

EDUCATION AND EXPERIENCE

Bachelor’s degree required , including or supplemented by courses in office technology, word processing, data bases, and spreadsheets; 5 years related experience of a progressively more responsible nature to include some experience on an integrated computerized system; thorough knowledge of office terminology and techniques; or any combination of experience and training which provides the required knowledge, skills, and abilities.

SKILLS AND ABILITIES

Excellent interpersonal and communication skills; must possess tact, courtesy, and a high level of professionalism and diplomacy; proficient skills in computer applications such as Word, Access, and Excel; some computerized accounting skills; ability to handle various requests simultaneously; possess exceptional office management skills; must be highly organized and meticulous; ability to type minimum rate of 50 wpm; ability to take and transcribe oral dictation; ability to maintain confidentiality of the Office of the President; ability to communicate tactfully and effectively with staff, students, and top level government and business officials; ability to work well under pressure and make judgments in accordance with established policies and procedures.

ADDITIONAL REQUIREMENT

Ability to obtain Notary Public certification.

APPLICATION INSTRUCTIONS

For more information on this position and to formally apply, please visit HCC's employment page at https://secure6.saashr.com/ta/6160104.careers?ShowJob=436621591. 

Questions may be directed to the Human Resources Office at 240-500-2585 or email hr@hagerstowncc.edu.