Category:: Full-time Staff
Subscribe::
Department:: Academic Affairs
Locations:: Bedford, MA
Posted:: Apr 22, 2022
Closes:: Aug 26, 2022 - 11:59 PM EDT
Type:: Full-time
Position ID:: 145681

About Middlesex Community College:

Middlesex Community College (MCC) is one of the largest community colleges in the Commonwealth, employing people in full-time, part-time, faculty, professional, administrative, and support positions at campuses in both Lowell and Bedford, and online. We are focused on equity to transform lives and shape futures. MCC values equity and inclusion as the foundation for excellence, innovation, and success for our employees and students. MCC is committed to a policy of affirmative action, equal opportunity, equal education, non-discrimination, and diversity to provide a learning and working environment that values the diverse backgrounds of all students and employees. MCC strives for a faculty and staff that reflect its richly diverse community of students. Women, people of color, persons with disabilities and others are strongly encouraged to apply.

Applications for employment are considered without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, marital status, or veteran status. Middlesex Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the College's Affirmative Action and/or Title IX Coordinator, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.

Prospective employees are encouraged to review the College's Annual Safety & Security Report, in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, which can be found on the disclosure page of the College's website at: https://www.middlesex.mass.edu/disclosurestatements/campsecrpt.aspx

Job Description:

Title: Executive Assistant to the Provost/VP of Academic and Student Affairs

Unit: Non-Unit Professional (NUP)

Department: Office of the Provost, Academic and Student Affairs

Reports To: Provost/VP Academic and Student Affairs

Date: April 22, 2022 (Reopened August 12, 2022)

General Summary: The Office of the Provost is seeking a mission-driven, dedicated, experienced and highly organized individual to fill the role of Executive Assistant to the Provost/Vice President of Academic and Student Affairs. The selected candidate for this position is someone who is committed to offering support to an office that oversees a large and active portion of the college, including all of the College's academic programs, Students Affairs and Student Support Programs, Enrollment Services, Institutional Research, as well as grants and resource development.

Under the direction of the Provost/Vice President of Academic and Student Affairs, the candidate for this position is responsible for overseeing the management and operation of the Office of the Provost/Vice President of Academic and Student Affairs and for providing complex administrative support for all office and position activities, ensuring their smooth and timely function. In addition, this Executive Assistant will also be a creative thought-partner to the Provost and the Provost's team, engaging in discussions and meetings, and providing strategic administrative and clerical support for programs and projects.

The best candidate will also be part of a dynamic, engaged team that, like the candidate, is committed to making Middlesex Community College an equity-centered campus, providing all students a path to economic mobility.

Essential Duties and Responsibilities:

• Manages and coordinates complex scheduling of the Provost's day and evening appointments, including virtual meetings and face-to-face meetings, making changes as necessary; prepares and organizes essential material, travel information, and documents for Provost's daily schedule.
• Provides administrative support to the Provost. Duties include the receipt and distribution of mail, preparing and reviewing electronic documents and written communications, correspondence, and presentations, scheduling meetings, answering telephones and e-mail messages, and document management.
• Coordinates with Provost's direct reports which includes scheduling meetings, organizing meeting agendas, attending meetings and taking minutes, maintaining accurate files, and ensuring appropriate follow-up to meeting actions.
• Creates an environment of accessibility and openness by ensuring that the Provost/Vice President and his/her office are available for students, faculty, and staff. Communicates issues of importance and priority to the Provost/Vice President. Serves students, faculty, and staff with compassion.
• Supports diversity, equity, and inclusion initiatives developed by the Office of the Provost.
• Oversees and manages all budgets in the Provost/Vice President's Office according to state guidelines.
• Organizes and/or assists in all aspects of the Office's relevant college activities and celebrations, including commencement, hosting of meetings by external organizations on campus, and hosting visiting international delegates.
• Organizes the Provost's attendance at conferences, arranges for conference registration, airfare, hotel accommodations, and assists in the development of conference presentations and speeches.
• Coordinates purchasing for all equipment and supplies to support the Office of the Provost.
• Processes monthly, Provost's contractual expenses, credit cards, catering funds, etc.
• Maintain minutes/notes for relevant meetings as directed by the Provost.
• Maintains and updates lists of legislators, public and private partnerships, and all community boards. (And community members and educational professionals that interact with the Provost)
• May be asked to run reports, maintain spreadsheets, compile and disseminate lists related to faculty course assignments, course releases, student demographic data, etc.
• Manages and updates Office of the Provost's webpages on College website
• Supervises Interns, Work Study Students, Summer Assistants and/or part-time staff. Carries out supervisory responsibilities in accordance with Middlesex Community College's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

OTHER DUTIES AND RESPONSIBILITIES:

• Assists in promoting and maintaining responsive community relations.
• When and where appropriate, represents the Office of the Provost internally and in the external community.
• Performs other related duties as required.

Requirements:

• Associate's Degree and three to five years of related experience, or equivalent combination of education and experience.
• Knowledge of the College's policies and procedures and a strong commitment to the College's equity goals and mission.
• Ability to recognize college-wide priorities and work cooperatively to support their accomplishment.
• Ability to resolve problems and to develop relevant alternatives and recommendations.
• Ability to communicate effectively both verbally and in writing; to establish positive public relations for the College; and to interact effectively with a wide variety of people.
• Serve as a strong thought-partner to the Provost, as well as those who report to the Provost.
• Ability to form strong coalitions with internal and external constituencies.
• Working knowledge of modern office procedures, practices, and digital equipment including the use of computers, and mobile devices.
• Ability to adapt to new demands, including the latest technology as it relates to supporting the Office of the Provost.
• Knowledge of state and government policies and procedures.
• Ability to administer multiple tasks while under pressure, work independently, and consistently meet deadlines.
• Ability to work with a wide range of individuals and maintain composure in difficult situations.
• Willingness to work extended hours and weekends, if needed.
• Maintains confidentiality of sensitive information.
• Experience with equity-minded work and/or understanding of individuals of diverse identities such as race, ethnicity, socioeconomic level, sexual orientation and veterans including those with different levels of academic preparation, varying physical and learning abilities.

Additional Information:

This is a full-time Non-Unit Professional benefitted position.

Salary Range: $50,000 - $70,000 actual salary commensurate with academic background and experience. Employees of Middlesex Community College are considered employees of the Commonwealth of Massachusetts and receive benefits which include:

• High quality and affordable health insurance through the Commonwealth's Group Insurance Commission (GIC)
• Reasonable Dental and Vision Plans
• Flexible Spending Account and Dependent Care Assistance programs
• Low cost basic and optional life insurance
• Retirement Savings: State Employees' Pension or Optional Retirement Program (ORP) and Deferred Compensation 457(b) plan or 403(b).
• 12 paid holidays per year and competitive Sick, Vacation and Personal Time
• Tuition Benefit for employees and dependents at state colleges and universities
• Short-Term Disability and Extended Illness program participation options
• Professional Development and Continuing Education opportunities
• Qualified Employer for Public Service Student Loan Forgiveness Program
• Cell Phone Bill Discounts with Verizon and T-Mobile Cell Phone Carriers
• Access to the Commonwealth's Mass4You, employee assistance program

Location: Both Lowell and Bedford Campuses, as needed

Hours: 37.5 hours per week, schedule to be determined upon hire

Expected start date: June 15, 2022

Application Deadline: August 26, 2022

The College will not sponsor applicants for work visas.

COVID VACCINATION REQUIREMENT: Candidates for employment should be aware that all Middlesex Community College students, faculty and staff are required to be fully vaccinated by January, 2022. Accordingly, initial employment is dependent upon receipt and verification of full vaccination status records; details of how to fulfill vaccine record verification requirements will be provided during the hire and onboarding process.

Application Instructions:

Applicants interested in applying MUST submit the following documents via the online application:

1. Cover Letter

2. Resume

After completing all of the steps above, please go back into the newly created account and double check that your resume and cover letter uploaded as you intended.

Middlesex Community College 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 Affirmative Action Officer at 781-280-3536 or nicholsr@middlesex.mass.edu

ADA Compliance:

The Massachusetts Board of Higher Education - Middlesex Community College is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, The Massachusetts Board of Higher Education - Middlesex Community College will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.