GMHEC Strategic Technology Initiative Project Assistant

Location
Middlebury
Posted
Jan 19, 2018
Institution Type
Four-Year Institution

GMHEC Strategic Technology Initiative Project Assistant
Green Mountain Higher Education Consortium


The Green Mountain Higher Education Consortium located in northern Vermont was founded by Champlain College, Middlebury College and Saint Michael's College in 2013. The Consortium aims to help its members to lower cost while providing better services.

The Consortium and its members will be embarking on implementing new technology including Blackbaud and Oracle in the next few years. This is exciting, leading edge technology which will support each college's strategic plan.

Engagement Summary
The Green Mountain Higher Education Consortium (GMHEC) and its members have committed to purchase software together to support their fundraising, human resources and finance functions and to implement those modules together in the next two years. The Project Assistant is an integral part of this project.

The GMHEC Project Assistant is responsible for scheduling project and consortium meetings and to run the consortium office. The Project Assistant is the heart of the consortium and project team and as such, the successful person in this role will enjoy working with an ever changing group of colleagues, bringing them together under the consortium banner – helping build a consortium culture.

The position reports to the Executive Director of the Consortium and will be located in Vergennes, Vermont for the next 18 months. Location might change to Chittenden County thereafter. The position starts as soon as possible and is not limited by a term length.

Essential Duties & Responsibilities:

Project Meeting Support:
• Scheduling guru who can work across colleges, from leadership to functional areas as well as with vendors, and is excited by the complexity of scheduling multiple resources across the member colleges and outside vendors
• Ensures agendas for each Steering committee, working group and project leads meetings are published 4 business days ahead with supporting material and minutes are published within 2 business days after each meeting at GMHEC designated shared google site
• Attends and timely transcribes minutes from Consortium Board meetings, Steering Committee meetings and other meetings as assigned
• Organizes and plans special events with the Stakeholder Relations working group
• Manages calendars for Project Manager, Technical Project Lead, GMHEC Executive Director and others within the Consortium

Project Management Support:
• Assists in maintaining the project work plan and creates regular updates for the project manager
• Maintains the Project Ensemble calendar
• Updates the budgets for the project on a monthly basis

Consortium Communication Support:
• Supports the Consortium team on the design and content of Consortium / project webpages; posts content (text, images, multimedia); performs navigation and browser compatibility checks; monitors pages for outdated material and develops and maintains web forms
• Responds to a variety of web-related requests across the three campuses and supports consortium related web sites as needed on the other campuses
• Supports the Stakeholder Relations Strategist in publishing a monthly newsletter (using mail chimp)

Office Management:
• Manages the day-to-day operation of the office, including mail, telephone, reception, and supplies
• Sets up and maintains office space for Project Manager, Project Leads and consultants
• Coordinates travel arrangements and prepares itineraries
• Researches and gathers materials as required & maintains all files and records
• Reviews Procurement card charges & prepares and processes payments for GMHEC
• Approves timesheets for the Executive Director's direct reports
• Oversees the Record Retention Policy
• Is a Notary Public and notarizes documents for GMHEC business

General Responsibilities:
Other support as necessary.

Education
• A bachelor's degree preferred

Knowledge & Abilities & Education

Knowledge of:
• Microsoft Office: Word, Access, Excel, and PowerPoint
• Website posting and site maintenance
• Project management
• Meeting deadlines for daily, weekly, annual, and project workload goals

Ability to:
• Organize and prioritize work, take initiative, resolve problems, and manage multiple tasks simultaneously
• Build relationships with external and internal contacts
• Communicate effectively both orally and in writing
• Handle financial data accurately
• Maintain confidentiality and appropriately handle sensitive information with tact and discretion
• Work closely with others in a small cooperative office and, during frequent absence of supervisor, ability to self-direct work responsibly
• Be ready, willing and able to support a leading edge, creative team that is highly focused on success for our college partners

Experience
• 3 – 5 years of administrative and project assistant support

Special Instructions to Applicants
Please note: This position is being posted by Middlebury on behalf of the Green Mountain Higher Education Consortium. This is not a Middlebury college position, and as a result is not eligible for Middlebury transfer opportunities, or any Middlebury benefits.


Recommendation Letter Requirements
Please note that confidential letters of recommendation are not required for this posting.

To apply, visit: https://middlebury.peopleadmin.com/postings/16500


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