Executive Associate I (S03249)

Montgomery College

2d • $29 - $46 • Hybrid

About The Position

Montgomery College, Rockville Campus has an immediate need for an Executive Associate I for the Campus Dean’s office. The work schedule is Monday - Friday 8:30 am – 5:00 pm. This is a Non-Bargaining, Non-exempt, Grade 25 position. For non-exempt positions, you are not eligible to work a secondary job at Montgomery College. Montgomery College promotes and creates a working and learning environment rooted in the basic tenets of fairness, belonging, and inclusiveness. This position is currently eligible for telework 1 day a week. This eligibility is subject to change based on the needs of the unit. Duties include but are not limited to: Serve as confidential aide to one or more administrators. Perform a wide variety of administrative duties: receive and screen phone calls; create correspondence, flyers, etc.; filter contacts for administrator(s); transmit and explain directives for staff; direct calls and walk-ins to appropriate staff or departments; facilitates the resolution of complaints from students, parents, and the general public; maintain administrator’s calendar, as well as scheduling of conference space; acts as a liaison between administrator and department/office staff, other College staff, outside organizations, and others; attend meetings, take verbatim or summary notes and distributes notes and minutes; follow-up on decisions and actions taken at meetings; represent the office at committee meetings, work groups, and other events as assigned; orders supplies through various vendors. May help to prepare the organization’s budget by gathering, reviewing, and recording information; monitor departmental accounts and track expenditures; prepare requisitions and purchase orders; verify, process and pay invoices; review and reconcile purchasing card statements for approval by the account manager; and other financial/budgetary administrative services. Maintain/update databases and/or tracking systems for files, correspondence, or issues requiring immediate attention and follow-up. Research files and records compile data, memos, notes, and weekly, monthly, and annual reports for supervisory review and/or signature. May update program web pages and compose and publish newsletters and notices. May serve as first-level supervisor for administrative support staff overseeing a complete cadre of office support services and processes for a medium to large organizational unit. May provide work direction and training to subordinate staff, assign work, and enforce work standards, counsel, and evaluate assigned employees. Develop, modify, and monitor office procedures to ensure accuracy and efficient operation. Ensure office coverage and provide training to staff and student workers. May serve as a regulatory resource to support compliance needs. May help plan events including managing logistics, arranging for catering, creating advertising documents, and assisting as needed during the event. Performs other duties as assigned.

Requirements

• High School Diploma or GED or the equivalent combination of education, training, certification and/or experience that provides the required knowledge and expertise to perform the essential functions of the job may be considered.
• Five years of increasingly responsible administrative support experience, two years of which was in support of a leadership position.
• Some college coursework in business writing, computer software applications, accounting, or an appropriate combination of education and work experience at an executive support level.
• Regulatory certifications may be required based on the area of responsibility.

Nice To Haves

• Strong writing and editing skills, with experience preparing speeches, briefings, and professional email responses for the Dean.

Responsibilities

• Serve as confidential aide to one or more administrators.
• Perform a wide variety of administrative duties: receive and screen phone calls; create correspondence, flyers, etc.; filter contacts for administrator(s); transmit and explain directives for staff; direct calls and walk-ins to appropriate staff or departments; facilitates the resolution of complaints from students, parents, and the general public; maintain administrator’s calendar, as well as scheduling of conference space; acts as a liaison between administrator and department/office staff, other College staff, outside organizations, and others; attend meetings, take verbatim or summary notes and distributes notes and minutes; follow-up on decisions and actions taken at meetings; represent the office at committee meetings, work groups, and other events as assigned; orders supplies through various vendors.
• May help to prepare the organization’s budget by gathering, reviewing, and recording information; monitor departmental accounts and track expenditures; prepare requisitions and purchase orders; verify, process and pay invoices; review and reconcile purchasing card statements for approval by the account manager; and other financial/budgetary administrative services.
• Maintain/update databases and/or tracking systems for files, correspondence, or issues requiring immediate attention and follow-up.
• Research files and records compile data, memos, notes, and weekly, monthly, and annual reports for supervisory review and/or signature.
• May update program web pages and compose and publish newsletters and notices.
• May serve as first-level supervisor for administrative support staff overseeing a complete cadre of office support services and processes for a medium to large organizational unit.
• May provide work direction and training to subordinate staff, assign work, and enforce work standards, counsel, and evaluate assigned employees.
• Develop, modify, and monitor office procedures to ensure accuracy and efficient operation.
• Ensure office coverage and provide training to staff and student workers.
• May serve as a regulatory resource to support compliance needs.
• May help plan events including managing logistics, arranging for catering, creating advertising documents, and assisting as needed during the event.
• Performs other duties as assigned.

Benefits

• generous paid vacation, sick, paid holidays, medical, dental, vision, group legal benefits, professional development, retirement plan, educational assistance, tuition waiver for employee and dependents, wellness programming including onsite gyms, pools and classes.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED