Think Beyond The Label Jobs

Location: Rochester, NY Category: Support Staff/Civil Service Posted On: Thu Jun 27 2024 Job Description:

Function of Position:

This is a staff position responsible for performing various confidential office management tasks in order to allow an administrator to execute more substantive duties. The employee reports directly to and works under the general supervision of an administrator, with flexibility allowed for attending to administrative details. When working on complex projects or confidential matters, these employees work closely with the administrator. Supervision of others is not a responsibility of this class. Does related work as required.

Examples of Duties & Responsibilities:

Administrative Support

· Oversees the special projects and event planning function of the Office of the President and is responsible for ensuring efficient day-to-day activities and workflow.

· Reviews, evaluates, and recommends revisions in job methods to improve workflow, simply procedures or result in operating cost reductions

· Welcome and greet all internal and external guests and callers and direct them to the proper person or department;

· Provide daily administrative tasks for the office, including calendar management, meeting scheduling, conference room scheduling, collating meeting materials, and preparation and logistics for meetings and events;

· Maintains the calendar for the Office of the President including the reservation and scheduling of conference rooms.

· Provide administrative support for special projects and project-related tasks, including database management, research and document management, correspondence, and travel coordination;

· Maintain office inventory: organizing, cleaning, restocking, and ordering office supplies monthly;

· Responds to and resolves day to day problems as they arise.

· Trains staff in the use of office equipment.

Event Planning and Special Project Assistance

· Support the Office of the President's event planning and coordination activities, including logistical coordination, invitation and attendee management, and catering selection;

· Consults with President to develop and update and implement policies and procedures.

· Develops materials, including narrative information, backup materials, and statistical data as requested for special projects and the President's external responsibilities.

· Assist the President in their responsibilities related to service on external boards, commissions, councils, task groups, and associations, including, but not limited to, research and analysis, travel coordination, meeting preparation and briefings, liaising with external points of contact, and managing follow-up needs and activities

· Represents the Office of the President in meetings when appropriate.

· Evaluates use of office space and makes recommendations for use of space and location of offices and equipment

· Coordinates physical movements of staff, furniture, and functions necessary to ensure operational flow during office moves.

Data Management and Analysis

· Maintain accurate and up-to-date databases and records for various office functions, including organizing and managing data related to various constituencies, projects, and, stakeholders.

· Makes budget estimates, assists in preparing budget justifications, including estimates, justification, and backup material; or makes recommendations and drafts proposed budget reports.

· Support the efficient financial operations of the office by assisting in monitoring, tracking, reconciling, and generating reports of the Office of the President budgets (Office of the President, regional accreditation Scholars Day, etc.) and provide regular updates to relevant stakeholders as requested.

· Maintains current knowledge of Federal and State laws applicable to the functioning of the Office of the President.

· Thorough knowledge of office terminology, practices, and methods

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 a policy aimed at improving or changing existing conditions, practices or procedures.

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. - 4:45 p.m.

Salary: $52,727.83 with 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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