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Howard Community College · 1 month ago

Office Manager and Executive Assistant to the Dean

Columbia, MD

Full-time

Onsite

Mid, Senior Level

$54K/yr - $72K/yr

3+ years exp

Howard Community College (HCC) is an innovative institution that values diversity among its faculty, staff, and student population. The Office Manager and Executive Assistant to the Dean is responsible for supervising divisional support specialists and providing administrative support to faculty and divisional leadership, including calendar and budget management.

Higher Education

No H1B

Responsibilities

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

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

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

Qualification

Budget managementAdministrative supportEvent planningEllucian ColleagueOffice 365Adobe Acrobat ProSupervisory skillsInterpersonal skillsVerbal communicationWriting skills

Required

Bachelor's degree

3 years of experience

Preferred

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