Office Manager and Executive Assistant to the Dean

Howard Community College • Columbia, MD

46d

About The Position

Responsible for supervising full-time and part-time divisional support specialists and providing administrative support to all full-time and part-time faculty and divisional leadership. Serves as the executive administrative assistant to the Dean, providing calendar management, budget management, and event and project management support. Also, serves as a liaison between the divisions, Teaching and Learning Services, and the campus community, including employees and students, to support divisional workflow and information tracking management. Manages and implements current processes while evaluating and collaborating with divisional leads on new procedures and objectives.

Requirements

• Bachelor's degree
• 3 years of experience providing administrative, and fiscal support; or an equivalent combination of education and related experience.
• Experience in management and supervision required.
• Ability to maintain strict confidentiality and handle sensitive information with discretion.
• Excellent writing skills: the ability to draft and edit high-quality written materials and correspondence.
• Exceptional verbal communication skills: the ability to exercise high diplomacy, collaboration, and problem solving.
• Outstanding interpersonal skills: the ability to interact with diverse internal and external constituents diplomatically; ability to collaborate effectively

Nice To Haves

• Bachelor degree and 3 years of experience providing administrative, and fiscal support; or an equivalent combination of education and related experience.
• Experience in management and supervision required.
• Ellucian Colleague and Ad Astra experience preferred.
• Knowledgeable in all aspects of college policy, including expertise of curricula, courses, and sequencing.
• Experience in Office 365 applications (Word, Excel, Outlook, Teams, OneDrive, etc.).
• Experience in Adobe Acrobat Pro.
• Possesses internet and digital literacy skills, including webpage applications and maintenance.
• Ability to operate a personal computer, electronic mail, multiline telephone system including voicemail, copier, fax machine, calculator, printers and scanner.

Responsibilities

• Workflow and Information Tracking Management
• Initiates Team Dynamix processes for Division.
• Collaborates with the Teaching and Learning Services areas, Teaching and Learning Operations (TLO), AVPTL Program Manager, and AVPTL Executive Assistant, facilitating communication regarding updates to/changes surrounding scheduling, ad astra, and faculty staffing/additional assignment/contract processes.
• Collaborates with the Academic Programs Support Manager to facilitate communication for divisional events regarding request for participation of the office of the AVPTL, PEVP and OFTP.
• In collaboration with division leadership, develops, maintains/updates, and communicates divisional standard organizational processes.
• In collaboration with Dean and TLO, send out needed office communication to the division faculty at key points in semester.
• Facilitates T&L office move processes with AVPTL Program Manager and other stakeholders.
• Generate reports for department heads/deans from Colleague (ex: faculty workload, schedule, placements) or other.
• Oversee and maintain division specific spaces and/or classrooms/labs utilized by faculty and staff.
• Works with facilities/IT on needed building related issues
• In collaboration with Division Leadership, coordinate division-specific in-person and virtual event planning.
• Oversees the workflow and processing of interdepartmental college forms, requests, and inquiries.
• Oversees the processing of course/section petitions and waivers in Colleague.
• Cross trains and performs tasks, as needed.
• Dean Support
• Coordinates logistics for internal and external meetings including sending calendar invitations and scheduling rooms/locations.
• Prepares meeting materials such as agendas, organizes and distributes agendas, takes/edits notes/minutes, and briefings; supports scheduling for the Deans' meetings, and divisional events and trips.
• Manages, collects, and organizes documents requiring Dean's approval (e.g., Promotion, Sabbaticals, MAPs), including managing the dean's electronic signature as needed. Follows up on deadlines and needed approvals.
• Support the monthly creation and distribution of division newsletter by collecting information, sending out notices, etc.
• Budget Management
• Support budget development cycle.
• Monitoring and tracking budgets.
• Support grant management as needed.
• Managing approvals, reimbursements, POs, etc. within division and supporting departments.
• Managing closeout processes.
• Communicating about budget processes and issues.
• Oversee and approve division purchasing in collaboration with division leadership, and as needed, departmental purchasing.
• Submits/facilitates reimbursements for Dean
• Perform other duties as assigned.

Benefits

• Howard Community College offers competitive salaries, excellent medical and dental selections, tuition reimbursement and paid leave programs.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Industry: Educational Services
• Number of Employees: 1-10 employees