Job location: OC - Central Services

Employment Type: Full-time
Posted data: 2019-09-04
Req: R2005

Montgomery College is Maryland’s premier community college, serving more than 60,000 students each year through credit and noncredit programs. Montgomery College is one of Maryland’s most diverse community colleges, which includes more than 164 nations represented in our student body. Do you want to join us in our mission of providing an exceptional education and fostering student success? We are dedicated to providing an exceptional education for all of our students, and we recognize that our faculty and staff are integral to our continued success.

Job TitleExecutive Associate I (S03144)

Job Description SummaryMontgomery College, the Office of the Deputy Chief of Staff & Strategy, Office of the President, located at 9221 Corporate Boulevard, Rockville, MD, has need for a full-time Executive Associate I, position #S03144. This is a non-bargaining, non-exempt position, grade level 25. For non-exempt positions, employees are not eligible to work a secondary job at the College. The normal work schedule is Monday through Friday, 8:30 am – 5:00 pm with occasional evening hours.

Job Summary: This is an advanced level secretarial, administrative, and technical position, providing support to two college wide faculty chairs and functioning as an office supervisor overseeing a complete system of support services and processes.

An incumbent independently performs a variety of interrelated administrative duties requiring knowledge of a wide range of College processes, policies, and procedures. May also be responsible for initiating basic personnel actions such as time sheet approval, collecting new hire paperwork, hiring and training student workers.

Communicates with others at all levels throughout the College and external businesses and organizations to obtain and provide information, and to arrange appointments,
meetings, events, travel, and schedules. Maintains, liaises with, and informs other parties of matters requiring their attention. Speaks for the supervisor on matters on which the supervisor’s views are known, or as otherwise authorized.

Job Description

Duties and responsibilities include but are not limited to:

• Serve as confidential aide to two or more Collegewide Administrators.
• Perform a wide variety of administrative duties: receive and screen phone calls; create correspondence, flyers, etc.; filter contacts for administrator(s); transmit and explain directives for staff
• Direct calls and walk-ins to appropriate staff or departments.
• Facilitates the resolution of complaints from students, parents, and the general public.
• Maintain administrators’ calendars, as well as scheduling of conference space.
• Act as a liaison between administrator and department/office staff, other College staff, outside organizations, and others.
• Attend meetings, take verbatim or summary notes and distributes notes and minutes; follow-up on decisions and actions taken at meetings.
• Represent the office at committee meetings, work groups, and other events as assigned.
• Orders supplies through various vendors.
• May help to prepare the organization’s budget by gathering, reviewing, and recording information; monitor departmental accounts and track expenditures.
• Prepare requisitions and purchase orders; verify process and pay invoices; review and reconcile purchasing card statements for approval by the account manager; and other financial/budgetary administrative services.
• Maintain/update databases and/or tracking systems for files, correspondence, or issues requiring immediate attention and follow-up.
• Research files and records compile data, memos, notes, and weekly, monthly, and annual reports for supervisory review and/or signature.
• May update program web pages and compose and publish newsletters and notices.

Required Qualifications:

• High School Diploma or GED. Some college coursework in business writing, computer software applications, accounting, or an appropriate combination of education and work experience at an executive support level.
• Minimum of five years of increasingly responsible administrative support experience, two years of which was in support of a leadership position.
• Knowledge of: modern office procedures and practice; English usage and mathematical computations and techniques needed to collect, organize, and report information/data in a narrative or statistical forma.
• Knowledge of record keeping principles and procedures.
• Knowledge of standard budgeting and accounting systems.
• Knowledge of personal computer hardware and office software.
• Knowledge of College and departmental policies, procedures, and programs.
• Skill in using office and budgeting computer applications, and training and providing direction to subordinate or secondary staff.
• Ability to draft and proofread written correspondence, effectively communicate, interact and resolve issues with diverse, multi-cultural public and staff.
• Ability to prioritize and manage multiple assignments.
• Eligible applicants must currently be authorized to work in the United States and not require employer visa sponsorship.

Preferred Qualifications:

• Associate degree.
• Knowledge of Montgomery College management, fiscal, and personnel policies and procedures.
• Experience with contracted services with vendors external to Montgomery College.
• Experience with conference and event planning.
• Experience with website updating.

Application Process:

Apply online at, http://www.montgomerycollege.edu/employment. Applications must be received by Wednesday, September 11, 2019.

Applicants will be sent an email link to access and complete an online skills assessment Applicants who do not complete the skills assessment will not be considered.

Be sure to complete a set of pre-screening questions and e-sign your application. Failure to complete the pre-screening questions or to e-sign your application will automatically result in your elimination from consideration for this position.

Our benefits package includes: generous paid vacation, sick, paid holidays, medical, dental, vision, group legal benefits, professional development, retirement plan, educational assistance, tuition waiver for employee and dependents, wellness programming including onsite gyms, pools and classes.

For disability- related accommodations, please call 240-567-5353

or send an email to: hrstm@montgomerycollege.edu

Montgomery College is an academic institution committed to promoting

equal opportunity and fostering diversity among its student body, faculty, and staff.

Closing DateWednesday, September 11, 2019

Montgomery College is a tobacco-free and smoke-free workplace

For disability-related accommodations, please call 240-567-5353

or send an email to: hrstm@montgomerycollege.edu

Montgomery College is an academic institution committed to promoting

equal opportunity and fostering diversity among its student body, faculty, and staff.