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Job details

President's Office Associate

About Us

Howard Community College (HCC) is an exciting place to work, learn, and grow!

Howard Community College values diversity among its faculty, staff and student population. We are an innovative institution that is committed to responding to the ever-changing needs and interests of a diverse and dynamic community. No matter where you want to go in your career, you can get there from here!

Position Title

FLSA

Non-Exempt

FT/PT

Full Time

Hours Per Week

37.5

Work Schedule

M-F 8:30-5

Grade

Minimum Compensation

$41,628

General Responsibilities

This position provides administrative, clerical, and receptionist support to the president, board of trustees, and the president’s office staff. This position requires a person who can multi-task, and whose duties range from managing the daily operations of the president’s front office, to performing budget related tasks, maintain the calendar for the vice president for policy and general counsel, to providing meeting and event support. Excellent communication, interpersonal, and problem-solving skills are needed to support the office of the president.

Work Performed

Serves as receptionist for the president’s office as the first point of contact for inquiries from the internal and external communities, which includes answering phones, greeting, and directing guests, communicating information and providing follow up, as well as directing inquiries to the appropriate person/department for resolution. Also serves as the primary liaison for student inquiries/issues that are directed to the president’s office and directs these inquiries to the appropriate person/ department for resolution.

Manages the president’s front office and daily operations including opening/closing the office, front office staffing, office phones and voicemail, conference room reservations for the president’s office, office supplies, opening and sorting mail, and maintenance of office equipment to ensure that it is in working order.

Provides administrative and clerical support to the president, the board, and the president’s office staff, and vice president of policy and general counsel which includes scanning/copying documents, faxing, and processing mail, and scheduling meetings. Maintains logs to track office correspondence (to include president’s and board of trustee’s correspondence) and signature items. Maintains an up-to-date electronic and physical filing system for the office. Provides archival scanning of various office materials.

Serves as meeting coordinator for the president’s office including preparing meeting packets, meeting set-up, hospitality services including refreshments and reserved parking, conference call set-up, and preparing and sending email meeting confirmations to president’s guests. Manages RSVPs for various meetings and events.

Works collaboratively with the part-time office associate, overseeing the daily work of the part-time office associate (OA) and is responsible for the part-time office associate duties when the part-time OA is not scheduled to work and during other part-time OA absences.

Provides back-up as assigned for executive assistant to the president during absences.

Manages facilities work orders for the president’s office and coordinates safety requirements with the public safety office.

Assists with clerical support for board packets as well as trustee logistics for board meeting and board committee meeting set-up, travel, conference and hotel reservations, and other travel logistics, and drafts donor thank-you correspondence on behalf of the board of trustees.

Prepares draft correspondence using templates for the president and executive associate to the president and prepares and processes internal/external hardcopy greeting cards, such as birthday and sympathy cards, to various contacts from the president. Prepares other correspondence as needed.

Assists with management and tracking of the board and legal budgets. Processes purchase requisitions and blanket purchase orders for the board and president’s cost centers. Monitors and compiles the president’s Colleague purchase approval items and tracks that approval process.

Manages legal tracking and reports and assists with the processing of legal documentation.

Processes and tracks requests for alcohol waivers and applications for class C licensure.

Manages the sunshine fund including ordering, tracking, reconciling, and paying invoices.

Assists with responses to Maryland Public Information Act requests including maintaining request/tracking log, preparing response cover letters, scanning requests and responses, and preparing responses for mailing.

Gathers data and compiles the president’s office vital signs document.

Prepares recognition awards and certificates, as well as manages updating of plaques, trustee photos, etc. for the president’s office and the board of trustees.

Manages catering and set-up for the commencement platform party reception, gathers commencement supplies, and orders and prepares regalia for the platform party. Also provides support, as requested, for major president’s office events including convocations and the Commission on the Future.

Makes deliveries and runs errands to other offices as needed.

Performs other duties as assigned.

Minimum Education Required

Associate’s degree

Minimum Number of Years Experience Required

Other Knowledge Required

KNOWLEDGE REQUIRED

Associate degree in relevant field; or approved combination of education and experience required; three years of progressively responsible experience in an executive office, preferably in an education setting.
Proficiency in Microsoft Office programs and ability to learn new software quickly.
Superior interpersonal and time management skills.
Ability to use own initiative for problem resolution.
Ability to operate office equipment such as a computer, copier, multi-line telephone, presentation equipment, facsimile machine, and other office equipment.
Ability to draft basic correspondence, edit and proofread own work.

OTHER REQUIREMENTS

Overtime, with supervisor’s approval, may be required during busy periods.
Ability to maintain strict confidentiality.
Ability to interact effectively with students, staff, community and business leaders, and government elected officials.
Ability to communicate effectively, both verbally and in writing.
Regular, timely attendance is an essential requirement of this job.

Working Conditions

Standard office environment.
Extended hours may be required.

Supervisory Postion?

Division

President (Div)

Department

President's Office

Posting Detail Information

Posting Number

B228P

Number of Vacancies

Best Consideration Date

08/11/2023

Job Open Date

07/28/2023

Job Close Date

08/18/2023

Open Until Filled

Job Category

Staff

Benefits Summary

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. Employees in positions that do not require a bachelor’s degree must participate in The Pension. Employees that possess a bachelor’s degree and hold professional positions that require a bachelor’s degree may choose to participate in either The Pension or The ORP.

Applicant Instructions

*Pre-employment criminal background investigation is a condition of employment.

HCC is interested in all qualified applicants who are eligible to work in the United States. However, HCC will generally not sponsor applicants for work visas. Due to HCC policy, only employees living in states contiguous to Maryland are eligible for work at HCC and include Virginia, West Virginia, Washington DC, Pennsylvania. Candidates must live in the commutable area or willing to relocate at their own expense if offered the position because HCC does not offer relocation benefits.

Please complete the entire HCC Employment Application (Candidates will be evaluated on completing the college’s application in full).

Quick Link for Internal Postings

https://howardcc.peopleadmin.com/postings/3089

EEO Statement

Howard Community College (HCC) is an Equal Employment Opportunity & Affirmative Action employer & values diversity within its faculty, staff & student population. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, gender, sexual orientation, gender identity, genetic information, disability or protected veteran status.
HCC understands that persons with specific disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance with the job application process, please contact the Office of Human Resources at 443-518-1100.

Howard Community College Glassdoor Company Review

3.2

Howard Community College DE&I Review

No rating

CEO of Howard Community College

Kathleen Hetherington

Approve of CEO

By Howard Community College

Howard Community College (HCC) provides academic programs to students in Maryland's Howard County. More than 7,900 of its students pursue studies leading to immediate employment upon graduation or transfer to four year colleges (many go to the Uni...

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FUNDING

Public

INDUSTRY

Colleges & Universities

TEAM SIZE

501-1000

LOCATION

Hybrid, based in Columbia, MD

DATE POSTED