Think Beyond The Label Jobs

Location: Rochester, NY Category: Support Staff/Civil Service Posted On: Mon May 6 2024 Job Description:

Job Function:

The Management Assistant reports to the Dean of Academic Foundations and provides overall administrative, secretarial, and office management support for the Dean and the Division of Academic Foundations. The Management Assistant is responsible for performing a variety of office management tasks including coordinating the functions of a large department, unit or agency in order to allow an administrator to execute more substantive duties. The employee reports directly to and works under general supervision of the Dean with wide leeway allowed for attending to administrative details. When working on complex projects or confidential matters, these employees work closely with the Dean. The employee also represents the Dean at meetings. Does related work as required.

• Serves as the divisional resource contact. Represents the Dean at college meetings

• Works with the Dean in evaluating office space and coordinates physical moves

• Uses Banner to obtain information for the Dean; to assist department with enrollment procedures as needed; and to conduct small research

• Assists in the planning and organizing of work-flow activities of staff within the divisional units including monitoring progress and completion of tasks

• Independently performs a variety of office management duties for the Dean and departments/units within division.

• Works with the Dean on budget, grant preparation, and monitoring

• Assists the Dean in the processing and monitoring of purchases, budget transfers, and travel requests and reimbursements

• Prepares and tracks purchase/service requisitions, office inventories and equipment, maintenance and license agreements

• Drafts Dean's Office business correspondence

• Handles all telephone inquiries within capacity. Maintains calendars, coordinates meeting schedules and arrangements

• Prepares meeting agendas in advance and arranges meeting facilities as required

• Acts as recording secretary, prepares and distributes meeting minutes

• Organizes meetings on behalf of the Dean and divisional units

• Processes travel arrangements

• Acts as the point person and provides support for a variety of new initiatives, partnerships and programs

• Works with the other Academic Services Deans' support staff to coordinate the annual Academic Achievement Convocation ceremony and the Scholarship Celebration

• Plans and organizes division support workflow, procedures, and coverage, acting as backup during staff leave/vacancies

• Coordinates contractual evaluation, reappointment, promotion, tenure, and retention/non-retention procedures

• Communicates contractual absence policies and coordinates leave requests

• Supports and participates in search and hiring processes. Coordinates new employee orientations and trainings

• Trains subordinate staff in college processes, technology, and equipment

• Assists with divisional payroll reporting

MCC Expectations:

• Adheres to the College Code of Conduct

• Contributes to, supports, and maintains an equitable, inclusive, and collaborative College environment

• Maintains technological competencies utilized by the College

• Commits to the philosophy of a comprehensive community college

• Commits to professional growth. which includes seeking ongoing training in diversity, equity and inclusion to better serve students

  Job Requirements:

Required Qualifications:

Must currently hold the civil service title of Management Assistant or be on the current eligible list OR meet the following minimum qualifications to be eligible for a provisional appointment:

Graduation from high school or possession of an equivalency diploma, plus EITHER:

A. Five (5) years of paid full-time or its part-time equivalent professional* experience* responsible for project or program management, office management; or program or project development and implementation; ***OR,

B. Graduation from a regionally accredited or New York State registered college or university with an Associate's degree, plus three (3) years of professional experience as defined in A above; OR,

C. Graduation from a regionally accredited or New York State registered college or university with a Bachelor's or Master's degree, plus one (1) year of professional experience as defined in A above; OR,

D. Any equivalent combination of training and experience as defined by the limits of A, B, and C above.

*professional experience for the purpose of these minimum qualifications does not include secretarial, clerical, reception or teller-type duties.

** all qualifying experience will have constituted the main focus or major component of your job.

* management experience for the purpose of these minimum qualifications is defined as having complete

control over an organizational unit, or providing direction and guidance to staff in the activities of an office, project or program. Examples of unacceptable experience include, but are not limited to, interviewing, conducting research, or assessing program eligibility.

** project or program for the purpose of these minimum qualifications is defined as an organized group of activities performed to accomplish a specific goal or carry out policy aimed at improving or changing existing conditions, practices or procedures.

Supervised By: Dean of Academic Foundations

Preferred Qualifications:

• Bilingual and able to read, write, and speak Spanish, or other languages, proficiently

  Additional Information:

Job Type: Full Time

Hours: 8:45 a.m. till 4:45 p.m.

Salary: $52,727.83 annually, increment at 6 months

MCC offers a Flexible Work Policy for benefit eligible employees. Types of flexible work arrangements include flextime/staggered shifts, remote work/telecommuting and compressed work schedule. The availability of flexible work arrangements varies by division, department, and position, based upon business and operational needs. Limitations to flexible work arrangements are outlined in the official policy.

Monroe Community College prohibits discrimination based on race, color, religion, sex, sexual orientation, pregnancy, familial status, gender identity or expression, age, genetic information, national or ethnic origin, physical or mental disability, marital status, veteran status, domestic violence, victim status, criminal conviction, or any other characteristic or status protected by state or federal laws or College policy in admissions, employment, and treatment of students and employees, or in any aspect of the business of the College.

Notice Non-Discrimination (http://www.monroecc.edu/diversity/notice-of-non-discrimination/)

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