Location: Fall River, MA Category: Professional Posted On: Fri Nov 9 2018 Job Description:
STATEMENT OF DUTIES: Provide direct administrative and secretarial support to the Chief of Staff and the Vice President for Academic Affairs/CAO.
DUTIES AND RESPONSIBILITIES: Provide comprehensive, confidential support to the Chief of Staff and the Vice President for Academic Affairs and assist with all Academic Affair initiatives, including but not limited to preparation of correspondence dealing with matters such as contract issues, promotions, terminations, performance evaluations, sabbaticals, reappointment processes including labor grievances, mediations, and arbitrations.
Manage the calendars of the Vice President and Chief of Staff to coordinate all meetings, ranging from high level meetings to standing meetings. Coordinate a high volume of demand for the Vice President's time by working with staff to prioritize requests, and to identify and resolve potential conflicts. Coordinate agendas, meeting notes, and briefing materials. Provide training to area support staff. Manage meeting preparations, including but not limited to room reservation, catering, facility set-up, technology needs, registration, transportation and travel arrangements.
Responsible for overall office management - create maintenance requests, troubleshoot equipment problems, purchase office supplies and other necessities as needed. Processes Accounts Payable, Administrative Services, and Human Resources paperwork (e.g. invoices, purchase requisitions, contractor forms, travel authorization forms, etc.) Maintain working files for the Office the Vice President for Academic Affairs to organize and track important documents. Open, sort, and distribute incoming correspondence. Develop and maintain calendars for the College-wide use in accordance with labor contracts. Manage and monitor Academic Affairs budgets. Prepare charts requiring complex formats and statistical tabulations.
Provide front office reception. Provide parking information, directions, and meeting information to visitors and greet them upon their arrival. Interact with both internal and external constituencies, including but not limited to faculty, staff, students, parents, alumni, government officials, board and community officials. Work closely with Enrollment Services on commencement planning.
Assist with board related activities, including but not limited to making arrangements for meetings, posting agendas, and assisting in the preparation of meeting materials.
Assist with various initiatives as needed, including but not limited to project research, the creation of visual presentations and reports, writing meeting minutes, and drafting/proofreading documents and correspondence.
Preform other related duties as assigned or requested by the Chief of Staff and Vice President for Academic Affairs.
The Executive Assistant will promote the College's commitment to collegiality by: Building effective partnerships with co-workers throughout the College by freely sharing appropriate information and providing assistance when needed. Ensuring optimum services to all internal and external partners in response to all requests for service and information. Maintain an environment that is welcoming to person of all backgrounds, nationalities, and roles.
SUPERVISION RECEIVED: Reports to the Chief of Staff and the Vice President for Academic Affairs/CAO.
SUPERVISION EXERCISED: Supervision of Student Employees
REQUIRED QUALIFICATIONS: Bachelor's degree, 1+ years of high level administrative experience; ability to handle multiple responsibilities and projects; take initiative and prioritize competing tasks and agendas; strong organizational, administrative, team-oriented, and time management skills; excellent verbal and written communications; excellent computer skills including Microsoft Office Suite; ability to handle and maintain strict confidentiality; demonstrated ability to exercise significant independent judgement and the ability to work effectively with a diverse, faculty, staff and student body.
PREFERRED QUALIFICATIONS: Master's degree, knowledge of College policies, experience working with Ellucian Banner, excellent customer service skills and the ability to speak a language in addition to English.
POSITION STATUS: This is a full-time, non-unit professional position with benefits. Hours 8:30 a.m. to 5:00 p.m.
SALARY: Commensurate with qualifications and experience.
Internal Number: 104749
About Bristol Community College
Bristol Community College is a comprehensive, public community college accredited by the New England Association of Schools and Colleges (NEASC), offering degree and certificate programs that give our students the skills they need to transition successfully to the workforce, to a four-year institution or promote individual opportunity. As one of fifteen Massachusetts community colleges, BCC offers a wide range of educational programs and community services. It develops and presents programs for the entire community, from children to senior citizens, and it is well known for its friendly atmosphere and a faculty that cares about its students. We serve more than 11,987 students at campuses in Fall River, New Bedford, Attleboro, Taunton, and online. The Workforce Education Institute develops active partnerships with business and industry, preK-12, colleges and universities, and social service agencies to maintain relevance and effectiveness of all credit and noncredit programming. The College enrolls over 18,667 students a year in community services program, in workforce development, adult literacy, personal enrichment, and our Kids College program. We value and respect diversity with...in Bristol Community College and the world while preparing well-rounded learners for employment and for life. BCC is a signatory to the American College and University Presidents Climate Commitment and as such is actively committed to sustainability throughout all areas of the College.